This article describes how you work with the documentation process:

1. Using the documentation form

1.1 Finding and opening the documentation form

1.2 Understanding the fields in the documentation form

1.3 Editing an existing documentation

1.4 Linking documentation to the model or map, attachments, and comments

1.5 Connected registrations

1.6 Report

 2. Typical ways to use the documentation form

1. Using the documentation form

The documentation form is used when you want to register  individual observations —which do not necessarily form part of a specific checklist or require detailed processing.
 

1.1 Finding and opening the documentation form

1. Go to the menu on the left.
2. Under Processes, click a documentation process.
3. A list of registrations are displayed.
4. Click a row to open the quick view on the right. Here you can see a summary of the registration and its location, if it has one. Use Open in 3D or Open in map to go directly to the location. 
   (Read more in W2: Finding, filtering, and following up on registrations, opens in a new tab)
5. Click Open registration to see a detailed view.

If you have permission to create a new registrations, the + New button is displayed above the list.

When you have opened documentation, you can see:

• Properties in the main area.
• Connected registrations below the properties.
• A panel on the right with tabs for:
  1. Location – The location of the registration in the model or map.
  2. Attachments – Files and images.
  3. Comments – Discussion about the registraiton.
  4. Log – See history for the registration.

1.2 Understanding the fields in the documentation form

A typical documentation form may contain a description, category, or other information. This is the information that is filled out in the field and should provide you with the full context of what you observe. The information to be collected is determined by the customer, so the options will vary. 

We recommend the following setup for the best possible sharing of information:

• Description
  A brief description of the observation. This is usually a required field that should be included.
• Category
  Category for the observation, selected from a drop-down list (for example, discipline, error type, etc.).
  A good way to group, sort, or filter afterward. 
• Risk/Priority
  Indicates how critical or time-sensitive the observation is. A good way to plan your work.

The system also fills in automatically:

• Created / Created by – When and by whom the registration was created.
• Modified / Modified by – The time of the latest change and its author.

These system fields are used for tracking and cannot be edited.
 

1.3 Editing an existing documentation

1. Open the registration as described in 1.1.
2. Click Edit at the top of the page.
3. Update the fields as needed.
4. Save the changes.

5. If certain fields are required, the system asks you to fill them out before you can save.

Note: If the registration is locked for editing, a padlock is displayed in front of the title, and the Edit button is unavailable.

1.4 Linking documentation to the model or map, attachments, and comments

Location

You can link the registration to a location in the 3D model or on the map.

1. Go to the Location tab in the panel on the right.
2. Click Add location.
3. Navigate to the correct area and select an object in the model, or click a point on the map.
4. Confirm the location by clicking Select location. A screenshot of the location is saved and displayed in the registration.

To change the location, repeat the same steps and select a new location.

Attachments

1. Go to the Attachments tab.
2. Upload images, reports, or other documentation that supports the registration.
3. Here you can also view existing attachments, download them, or set an attachment as the primary document.

Comments

Use the Comments tab to ask questions, provide status updates, or log discussions related to the registration.
 

1.5 Connected registrations

You can link a registration to other registrations without restrictions on the type or where they originate. A registration can be linked to issues, tasks, inspections, or other documentation—both within Interaxo Capture and across to Interaxo Project.

To create a connection:

1. Click + Add connection.
2. Search for the desired registration.
3. Click + Add to create the link.

When registrations are connected, you can easily navigate back and forth between them.

To remove a link:

1. Click x next to the link.
2. Confirm the removal.

This article provides only an overview. For a complete walkthrough, see How to use connected registrations.

1.6 Report

Click Download report at the top of the page to generate a report for the registrations. The report is generated in the background; wait until it is finished before continuing. The report contains all information from the time it was generated. Previous versions can be found under Attachments.
 

2 Typical ways to use documentation

• Registrations status updates / a journal from the construction site.
• Log incidents (HSE, quality).
• Document completed work, with attachments and a position in the model or on the map.

See also: (opens in a new tab)

• W2: Finding, filtering, and following up on registrations
• W4: How to work with and follow up on Inspections
• W5: How to work with and follow up on deviations
• W7: How to use connected registrations