Context #
This guide shows the registration overview of the web functionality in AjourInspect & QA. The system is divided into two main parts, each with its own note types and status options:
- AjourInspect includes the note types “Supervisory”, “Project”, “Defect” and “Preregistration”. Here a registration can have several statuses, including “Created” (Yellow), “Done” (Blue), “Rejected” (Pink), “Not approved” (Red) and “Completed” (Green), depending on whether the status is set by the “Receiver” or the “Responsible”.
- AjourQA includes the note type “QA / KS”. Here a registration has only two possible statuses: “Created” (yellow) and “Completed” (green).
The statistics box (“Status on registrations”) shows the total distribution of registrations across the statuses that are relevant for the selected note type. Each registration has a status button in the “Responsible” column (and, in AjourInspect, also in “Receiver”), which you can click to change the status. The coloured status indicator at the far left of each registration always reflects the most recently set status. Registrations can also be forwarded, which is shown as a separate “Forwarded to” status without changing the coloured indicator.
Relevance #
You need this guide when you have to follow up on whether a registration has been handled or still requires action. Status on registrations is used to:
- Get a quick overview of how many registrations are created, in progress or completed
- Change the status of a specific registration, e.g. from “Created” to “Completed”
- Undo or revoke a previously set status if it was set by mistake
- Filter registrations by status so that you only see those relevant to you
- Understand which status currently applies when several parties have set a status on the same registration
- See whether a registration has been forwarded to another receiver
- Understand the difference in status options between AjourInspect and AjourQA
Prerequisites and requirements #
- You must have access to the relevant module (AjourInspect or AjourQA)
- You must have a user account with the necessary permissions to view and edit the status of registrations (permissions are granted under “Inspect/QA” > “Registrations” > “Status” in user administration)
- You must be associated with the relevant project
- You must know which registration (e.g. by registration number) you want to change the status of
- You must know which note type the registration belongs to, as this determines which status options are available
Note: Which statuses you can see and change depends on your assigned permissions under “Responsible”, “Receiver” and “Status of forwarded”. Contact your system administrator if a status button is inactive or if you lack access.
Selectable statuses #
Created/Yellow
This status covers all registrations that have been created but not yet handled.
Done/Blue (Status for Receiver)
This status is given by the receiver of the registration. It indicates that the receiver of the registration (e.g. the contractor) has remedied the issue described in the registration.
Remember to add one or more photos as documentation under Comments. (So that the Responsible/Sender can confirm whether the issue has been remedied.)
Rejected/Pink (Status for Receiver)
This status is given by the receiver. It can be given if the receiver cannot accept or does not wish to remedy the issue in the registration.
Remember to add a comment explaining why you cannot accept the registration. (So that the Responsible/Sender knows why you are rejecting the registration.)
Not approved/Red (Status for Responsible/Sender)
This status is given by the Responsible/Sender when the receiver has reported on a registration either as remedied (Blue) or rejected (Pink), and the Responsible/Sender cannot approve the remedy or the rejection.
Remember to add a comment explaining why you cannot approve. (So that the sender knows why you cannot approve the remedy or rejection of the registration.)
Approved/Green (Status for Responsible/Sender)
This status is assigned by the sender. It is given when the receiver’s remedy can be approved by the Responsible/Sender. Note that approved registrations cannot be edited.
Guide (step by step) #
Step 1: Identify which note type you are working with Check in the top menu whether the registration belongs to one of the note types under AjourInspect (“Supervisory”, “Project”, “Defect”, “Preregistration”) or to “QA”. This determines how many status options the registration has.
Important: In AjourQA there are only the statuses “Created” (yellow) and “Completed” (green). In AjourInspect, registrations can in addition have the statuses “Done”, “Rejected” and “Not approved”, depending on whether the status is set by the “Receiver” or the “Responsible”.
Step 2: Open the registration overview Click the tab for the relevant module (e.g. “QA”, “Supervisory”, “Defect” or “Preregistration”) in the top menu. You now see the list of registrations for the selected note type, as well as the statistics box “Status on registrations”.
Step 3: Get an overview of the status distribution Look at the “%-Distribution” box at the top of the page. It shows the total number of registrations distributed by status. In AjourQA only “Created” and “Completed” are shown. In AjourInspect, “Done”, “Rejected” and “Not approved” are also shown. Each status is shown with a number and a colour that recurs in the list below.
Step 4: Filter the list by status Click one or more of the status boxes (e.g. “Completed” or “Created”) in the statistics field. The list is updated so that only registrations with the selected status(es) are shown. Click “All” to remove the filter again.
Step 5: Find the status button for a registration Locate the registration in the list and find the status button in the “Responsible” column (or, in AjourInspect, also “Receiver” if the registration has been forwarded). The colour of the button indicates the current status, e.g. grey/yellow for “Created” and green for “Completed”.
Step 6: Change the status of a registration Click the status button next to the desired registration. The status changes to the next available value, and the colour and text of the button are updated. The coloured status indicator at the far left of the registration is updated accordingly.
Tip: In AjourInspect you can switch between several status types (e.g. “Done”/”Rejected” and “Completed”/”Not approved”) depending on which column the registration belongs to. In AjourQA you can only switch between “Created” and “Completed”.
Note: You can revoke a set status by clicking the same status button again. The status button then returns to its previous state, and the status indicator is updated accordingly.
Step 7: Understand which status is shown in the indicator Be aware that it is always the most recently set status that determines the colour of the status indicator, regardless of whether it was set by the “Receiver” or the “Responsible”. This applies mainly to AjourInspect, where several statuses are possible.
Example of a status flow (AjourInspect):
- Receiver sets the status to “Done” → Status indicator is blue (corresponding to “Done”)
- Responsible sets the status to “Not approved” → Status indicator changes to red
- Receiver then sets the status to “Rejected” → Status indicator changes to pink
Important: The indicator therefore does not show an overall assessment, but the most recent action taken on the registration. In AjourQA this is not relevant, as there are only two statuses.
Step 8: See when the status was last changed Hover the mouse over an active status button (e.g. “Completed”). A tooltip shows the date and time of the status change as well as the user who made it.
Step 9: See the status of forwarded registrations If a registration has been forwarded, look in the fields “Forwarded to” and “Forwarded by” in the “Receiver” and “Responsible” columns. This function is available in AjourInspect. It shows the date and user of the forwarding, as well as who the registration was forwarded to/from.
Note: The coloured status indicator at the far left does not change colour when the status of forwarded registrations is set. You must therefore always check the “Forwarded to/by” fields separately to check the status of forwarded registrations.
Step 10: Pay attention to the status “Completed” Check whether the status button for the registration shows “Completed” (green). A registration with the status “Completed” can no longer be edited, in either AjourInspect or AjourQA.
Note: If you need to edit a “completed” registration, you must first revoke the status before you can make the edit.
Important: All other statuses (e.g. “Created”, “Done”, “Rejected”, “Not approved”) still allow editing of the registration. Make sure, therefore, that the registration is filled in correctly before you set the status to “Completed”.
Next steps #
- Learn how to create a new registration using the “Create registration” button in either AjourInspect or AjourQA.
- Learn how to communicate with collaborators by commenting on a registration.