Context #
This guide shows a web-based registration module (the AjourInspect & QA module) where the user can create, edit and manage registrations (Supervisory, Project, Defect, Preregistration and QA) linked to a project. The module includes an overview with the status of registrations, a form for creating new registrations, and functions for attaching photos, drawing/GPS location, deadlines, categories, checklists and receivers.
Relevance #
This guide is relevant when a user needs to document a condition on a project – for example a defect, an observation during an inspection, or documentation of correctly performed work (QA) – and make this information available to relevant receivers internally or at an external partner. The function ensures structured documentation with pictures, location on the registration drawing, deadline and follow-up responsibility, so that the registration can be followed and closed correctly.
Prerequisites and requirements #
- You must have access to the system with a user who has the required license type
- An A license can create the note types Supervisory, Project, Defect, Preregistration and QA registrations, and a B license can create QA registrations
- Your user must have the permission “Create” under registrations in your project permissions.
- You must have access to the relevant project
- You must know which note type to use
- You must know the project folder in which the registration is to be placed
- You must know the project group (category group) in which the registration is to be created. At least one project group (category group) must be linked to the note type.
- If the registration is to be sent to an external receiver, this company and user must already be created in the system so that they can be selected as receiver.
- Any files (photo, drawing) you want to attach must be in a supported file format (typically PNG, JPG or PDF).
Tip: Contact your system administrator if you are in doubt about your license type or your permissions before you start.
Guide (step by step) #
Find the right place to create the registration #
Step 1: Select the desired project in the project selector at the top. (Required)
Step 2: Select the note type (Supervisory, Project, Defect, Preregistration or QA).
Step 3: Optionally select a project folder in the project tree if the registration is to be placed in a specific folder. Note that this affects the option to add a registration drawing to the registration. (Optional)
Step 4: Select the relevant category group (tab) in the bar below the project selection. (Required)
Step 5: Click the “Create registration” button.
What happens?: An empty form with the title “New registration” opens.
Add photo or document #
Step 6: Drag a file into the “Photos” field, or paste it using a keyboard shortcut, to attach an image or document.
What happens?: The file is displayed as a thumbnail in the field.
- Alert: If you try to upload a file type that is not supported, an error message is displayed stating that only certain file types are allowed. Select a supported file type and try again.
Note: Only png, jpg and pdf files are allowed as registration photos
Attach registration drawing with GPS location #
Step 7: Click the desired registration drawing.
What happens: The drawing opens, and you can zoom in on the drawing and print it.
Step 8: Place one or more dots on the drawing to indicate the location.
Note: You can remove a dot by clicking the marking again.
Step 9: Click “Save” to save the location, or click “Close” to cancel.
What happens: You return to the registration form, where the selected drawing with its location(s) now appears in the “Drawing/GPS” field.
Tip: You can edit the dot(s) on the drawing after they have been saved.
Specify deadline #
Step 10: Click the calendar icon next to “Deadline Start date”, and select a start date and a time.
Step 11: Repeat for “Deadline End date”.
What happens: The selected dates and times are displayed in the fields in the format [dd-mm-yyyy hh:mm].
Select category/list #
Step 12: Click the “Category/List” drop-down menu, and select a main category from the list.
Step 13: If a subcategory drop-down menu is displayed, click it and select a relevant subcategory.
What happens: If the category has an associated control form/checklist, it is displayed automatically below the field.
Complete checklist (if relevant) #
Step 14: Select the checkboxes that are relevant for each control point.
Step 15: Enter a short description in the text field below each selected control point.
Note: Each description field has a character limit (shown as “Characters: x/300”). Keep the description brief and precise.
Describe the registration #
Step 16: Click in the “Subject” field, and enter a short description of the registration, for example what the observation concerns.
Choose recipient #
Step 17: Click the “Change” button next to the “Receiver” field.
What happens: The “Change receiver” dialog opens.
Step 18: Select the desired company in the “Company” drop-down menu.
What happens: The “Users” field is updated with a list of relevant users at the selected company.
Step 19: Select the user(s) the registration is to be sent to.
Important: If you change the receiver on a registration that already has a status, the status is reset to “Created”, and the previous status is removed.
Step 20: Click “Save” in the dialog to confirm the choice of receiver.
What happens: You return to the form, where the selected company and user now appear under “Receiver”.
Save the registration #
Step 21: Review the completed fields, and click “Save” at the bottom of the form.
What happens: The registration is created and now appears in the list view with a status color (for example yellow for “Created”), linked photo/drawing, deadline, category, receiver and responsible.
Follow up on the registration #
Step 22: Right-click the registration to open the action menu.
What happens: A menu is displayed with options such as “Edit registration”, “Copy registration”, “Hide registration”, “Manage labels”, “Change receiver”, “Change type”, “Forward”, “Project Levels”, “Change group”, “Change deadline” and “Show registration log”.
Tip: Use these actions to manage the registration further, for example if the receiver or deadline needs to be adjusted later.
Next steps #
- Learn how to change the status of a registration (for example “Done”, “Rejected” or “Completed”) once follow-up has taken place.
- See the guide on user permissions and license types if you need to adjust who can create or edit registrations in the project.
- Explore the filtering and report generator functions to get an overview of multiple registrations across the project.