System Setup – Schema Headers, groups, categories andcontrol schemas
CONTEXT #
This guide covers the web-based administration function “System Setup” in AjourInspect & QA. This is where the templates (schema headers, system groups, categories and control schemas) are created, which can subsequently be added or imported to the individual projects.
RELEVANCE #
This guide is relevant when an administrator needs to build or maintain the system’s shared templates so they can be reused across projects. This includes both creating new templates and ongoing maintenance such as editing, archiving, merging and deleting.
PREREQUISITES AND REQUIREMENTS #
- You must have the system permission “Edit category templates”
- You must be logged in to the system
- You must know the purpose of the template you want to create or edit
How to access System Setup – Categories #
Step 1: Click the gear icon in the top menu.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup” and then “Categories” in the submenu.
You are now in the overview of system groups, where the left column shows a list of existing groups with their linked registration types (e.g. QA, Supervisory, Project, Preregistration, Defect).
GUIDE (step by step)
Schema Headers #
Create schema header
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Schema Headers”.
Step 5: Click the “Create” button. A new window opens.
Step 6: Enter a name for the new control schema.
Step 7: Select the columns you want to add by clicking them. They are added to the list on the right side.
Step 8: Click “OK” to save.
Please note: You can change the order of columns by dragging them to a new position, and remove a column by clicking the X symbol.
Edit schema header
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Schema Headers”.
Step 5: Click the schema header you want to edit.
Step 6: Change the name, and remove, add or reorder columns.
Please note: The column heading “Activity” cannot be removed, deleted, edited or reordered.
Step 7: Click “OK”. If you have removed a column, you are asked to confirm – type “delete” and click “OK”.
- Warning: Changes affect all of the system’s control schemas that were created on this header. Deleted data cannot be restored.
Archive schema header
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Schema Headers”.
Step 5: Click the desired schema header.
Step 6: Click “Archive” and confirm with “OK”.
Please note: An archived header is hidden from the list of active headers. If it is in use, it continues to work, but cannot be added to new categories.
Merge schema header
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Schema Headers”.
Step 5: Click the schema header that is to be replaced.
Step 6: Click “Merge”.
Step 7: Select the schema header that is to replace it.
Step 8: Click “Next”.
Step 9: Type “MERGE” to confirm.
Step 10: Click “Merge”.
- Warning: A merge affects all of the system’s control schemas created on the header. Deleted data cannot be restored.
Delete schema header
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Schema Headers”.
Step 5: Click the desired schema header.
Step 6: Click “Delete”.
- Warning: The action is carried out immediately without further confirmation. Deletion affects all linked control schemas and cannot be undone.
System Groups #
Create system group
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Click “+ Create new”.
Step 6: Click “Create group”.
Step 7: Enter a name for the group.
Step 8: Select the check marks next to the registration types the group is to be used for.
Step 9: Click “Save”.
Edit system group
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Place the mouse pointer on the system group you want to edit.
Step 6: Click “+”.
Step 7: Add or clear the check marks next to the desired registration types.
Step 8: Click anywhere on the page to save.
Rename system group
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Place the mouse pointer on the system group you want to rename.
Step 6: Click the pencil.
Step 7: Type the new name.
Step 8: Click the check mark to confirm, or click the cross to cancel.
- Warning: Renaming affects all projects in the system that have the system group linked.
Archive system group
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Select “Menu”.
Step 6: Click “Archive”.
Step 7: Select the system group or groups you want to archive.
Step 8: Click “OK”.
Please note: An archived group is hidden from the list of active groups. If it is in use, it continues to work, but cannot be added to new projects.
Delete system group
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Select the system group you want to delete.
Step 6: Click the trash can.
Step 7: Type “delete” to confirm.
Step 8: Click “OK”.
Please note: It is not possible to delete a system group that is active on one or more registrations in a project.
System categories #
Create system category
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Select the system group the category is to be created under. A column opens on the right.
Step 6: Click “+ Create new” and select “Add Category”.
Step 7: Enter a name, and click “OK”.
Rename system category
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Place the mouse pointer on the category you want to rename.
Step 6: Click the pencil.
Step 7: Type the new name.
Step 8: Click the check mark to confirm, or click the cross to cancel.
Copy system category
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Right-click the category you want to copy.
Step 6: Select “Copy”.
Step 7: Choose whether the category is to be copied to System or Project.
Step 8: Choose which group the category is to be copied to, and optionally a specific subcategory.
Step 9: Click “OK”.
Move system category
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Right-click the category you want to move.
Step 6: Select “Move”.
Step 7: Choose which group the category is to be moved to, and optionally a specific subcategory.
Step 8: Click “OK”.
Delete system category
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Right-click the category you want to delete.
Step 6: Select “Delete”.
Step 7: Type “delete” to confirm, and click “OK”.
Please note: Deletion affects only the current system group. Projects that have already activated the system group are not affected.
System control schemas #
Create system control schema
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Select the system group or category the control schema is to be created under. A column opens on the right.
Step 6: Click “+ Create new”.
Step 7: Choose which schema header you want to use.
Step 8: Enter a name, and click “OK”.
Rename system control schema
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Place the mouse pointer on the control schema you want to rename.
Step 6: Click the pencil, and type the new name.
Step 7: Click the check mark to confirm, or click the cross to cancel.
Copy system control schema
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Right-click the control schema you want to copy.
Step 6: Select “Copy”.
Step 7: Choose whether the control schema is to be copied to System or Project.
Step 8: Choose which group, and optionally which category, it is to be copied to.
Step 9: Click “OK”.
Move system control schema
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Right-click the control schema you want to move.
Step 6: Select “Move”.
Step 7: Choose which group, and optionally which category, it is to be moved to.
Step 8: Click “OK”.
Delete system control schema
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Right-click the control schema you want to delete.
Step 6: Select “Delete”.
Step 7: Type “delete” to confirm, and click “OK”.
- Warning: This action cannot be undone. Deletion affects only the current system group – other projects are not affected.
Activities on system control schemas #
Create activities
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Select the system control schema that activities are to be added to.
Step 6: Click the “square with arrow” icon to open the schema.
Step 7: Click “Add activity”.
Step 8: Click the field under “Activity”, and enter the name of the activity.
Step 9: Fill in the other fields under the schema headers.
Step 10: Click “Close” to finish.
Edit activities
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Select the system control schema with the activities you want to edit.
Step 6: Click the “square with arrow” icon to open the schema.
Step 7: Click the field you want to edit, and make the change.
Step 8: Click “Close” to finish.
Delete activities
Step 1: Click the gear icon.
Step 2: Select “Administration”.
Step 3: Select “Categories/schema”.
Step 4: Select “System Setup – Categories”.
Step 5: Select the system control schema with the activity you want to delete.
Step 6: Click the “square with arrow” icon to open the schema.
Step 7: Click the cross next to the activity you want to delete.
Step 8: Confirm the deletion.
- Warning: This action cannot be undone. Deletion affects only the current system group – other projects are not affected.
NEXT STEPS #
- Import the created system groups to the relevant projects via Project Setup
- Check that new schema headers and control schemas contain the necessary columns and activities
- Review existing templates for archiving or merging needs if several headers overlap