This guide gives a shared introduction to registrations in the Interaxo Capture app. What is described here applies to all types of registrations. The guides for each individual process then describe the workflow for that specific process.

The following is covered:

1.0 Registration types and workflows

1.1 Standalone registrations

1.2 Inspection

1.3 Overview of the types

2.0 The registration form

2.1 Location

2.2 Photos and videos

2.3 Regular fields

3.0 Follow-up fields: Step, Responsible, Deadline and Completed

3.1 Step

3.2 Responsible

3.3 Deadline

3.4 Completed

4.0 The inspection form

5.0 The details page: Properties, Attachments and Log

5.1 Properties

5.2 Attachments

5.3 Log

6.0 Save, edit and discard

1.0 Registration types and workflows

A registration is anything you document or follow up in the Capture app. There are two main forms:

• Standalone registrations – One observation, one finding or one task, for example a documentation, an issue or a task.
• Inspections – An unstructured walkthrough with checkpoints, where you collect several registrations and finish with a report.

You choose the type in the Registration type menu at the bottom left of the home screen. See Main navigation (opens in a new tab).

Note: Which registration types are available, and what they are called, depends on how the project is set up. The names in this guide are the default names.

1.1 Standalone registrations

• Documentation – Used to show and describe quality, safety and progress: what has been done, used, not done or planned. Documentation has only regular fields, for example title, description and category, and no follow-up with a responsible person and deadline.
   
• Issue – Used to capture and follow up conditions that do not meet requirements or the expected standard, for example damage, defects, HSE matters or quality non-conformities. Someone is made responsible, a deadline is set, and the step shows where the case stands.
   
• Task – Used to assign and follow up work that needs to be done. Like an issue, a task has a responsible person, a deadline and a step.

1.2 Inspection

An inspection is used for a freer walkthrough or review of checkpoints, where the purpose is control over larger areas or across several themes – for example a safety round or a handover. You go through the checkpoints in the order that suits you, and register what you find along the way. An inspection consists of:

• Properties – Who, when and where.
• Checkpoints – The list of what is to be reviewed.
• Registrations – Documentation, issues and tasks that come up along the way. These are regular registrations, but linked to the inspection and a checkpoint.
• Report – The inspection is generated as a report that can be signed.

Registrations created in an inspection keep their link to it. Issues and tasks can therefore be followed up in the same way as standalone registrations, while still showing the context in which they were found.

1.3 Overview of the types

2.0 The registration form

Documentation, issue and task use the same form. At the top you set the location and add photos and videos. Below that are the fields from the template.

You can start a new registration from the model, map, camera or video. The order in which you fill it in varies slightly depending on where you started, but the form is the same.
 

2.1 Location

The location links the registration to a specific place in the project. You can set the location in two ways:

• Tap directly in the model or map before you create the registration. This is fastest when you are already in the model or map view.
• Tap + Add location in the form, and then select a point in the model or on the map.

What is saved depends on where you place it:

• In the model – object information, location, floor and room are retrieved automatically.
• On the map – coordinates and address are saved automatically. On the map you can also search for an address.

The location is shown as a card at the top of the form. Tap the card to change the location later.
 

Note: A registration linked to a model reference cannot be changed to a map reference, or vice versa. The link is set when the registration is created.

2.2 Photos and videos

1. Tap + under Photos and videos.
2. Take one or more photos or videos with the camera (switch between Photo and Video at the bottom of the camera view), or select existing images from the photo library.
3. Review the photos and videos, and confirm.

You can add more photos and videos to the same registration, also after it has been created.
 

Tip: Take clear photos that show the observation well. Keep in mind that someone who was not there should understand the situation from the photos and the description.

2.3 Regular fields

Below photos and videos are the fields from the template. The most common are Title and Description, but the template can also have its own fields that make it easier to search, filter and follow up the registration afterwards. The fields can be:

• Text field – free text.
• Number field – numbers.
• List field – select one or more values from a list.
• Date field – select a date.
• Person field – select one or more people or groups.

Fields marked Required must be filled in before you can create or save the registration.

Regular fields store information, but do not trigger notifications or follow-up. A date field is therefore not the same as a deadline, and a person field is not the same as responsible. One example is Participants on an inspection, where you select which project members took part, without them being made responsible or receiving notifications.
 

Note: Which fields are shown, what they are called, and which are required depends on how the project is set up. This may therefore vary from project to project.

3.0 Follow-up fields: Step, Responsible, Deadline and Completed

Some fields do more than store information. They control who is made responsible, when something is due, whether the registration can be edited, and who is notified. All four are available on issues and tasks. Inspections have Step. See the table in 1.3 Overview of the types.

3.1 Step

Step shows where the registration stands in the workflow, for example open, done or closed. The steps and their names are set up in the project's template.

• A new registration starts in the first step of the workflow.
• On an existing registration, you can only select the steps the workflow allows from the step it is currently in.
• The step controls whether the registration is open for editing. If it is in a locked step, a lock icon is shown, and fields, location and photos cannot be changed.
• If the process has only one step, for example documentation, the field is not shown.

3.2 Responsible

Responsible is the person or group who is to follow up the registration. You can select one or more people or groups.

• Those assigned are notified automatically by email.
• The link in the email can be opened on a mobile device, and takes you directly to the registration in the Capture app.
• If a group is selected, everyone in the group is notified.

3.3 Deadline

Deadline is the date by which the registration should be followed up. Together with Responsible, the deadline makes it clear who is to do what, and when.

• The responsible person receives a reminder when the deadline is approaching.
• The responsible person also receives a notification when the deadline has passed.

3.4 Completed

Completed is a yes/no confirmation that the work has been done.

• Completed only confirms that the work has been done, and controls the notifications for the registration.
• Completed does not change the step. To finish or close the registration, change the Step, for example to done or closed.

Note: Completed and Step have different roles. Completed says that the work has been done. Step says where the registration stands, and whether it can be edited.

4.0 The inspection form

An inspection has its own form, because it brings several things together. The form consists of:

• Properties – the fields for the inspection and Step. In the default template these include title, Date for when the inspection was carried out, and Participants, where you select which project members took part. Date and Participants are regular fields (see 2.3), not deadline and responsible.
• Checkpoints – the list of what is to be reviewed, with progress ("X of Y checkpoints").
• Registrations – documentation, issues and tasks you add to the inspection. They use the same form as described in 2.0, with one additional required field: Checkpoint, where you select which checkpoint the registration belongs to.

The registrations are saved together with the inspection when you tap Save and close. From the inspection you can also generate and sign the report.

The full workflow for inspections is described in How to work with and follow up inspections (opens in a new tab).

5.0 The details page: Properties, Attachments and Log

When you open a registration or inspection that has already been created, the details page is shown with three tabs at the top. The tabs are not shown while you are creating a new registration.
 

5.1 Properties

Properties is the form with location, photos and videos and all fields. This is where you edit the content of the registration. For an inspection, the tab shows properties, checkpoints and registrations.

5.2 Attachments

Attachments shows the files linked to the registration, and the number is shown on the tab.

• Files other than photos and videos are shown here, for example PDF and Office files. For inspections, generated reports are also shown. Photos and videos are under Properties.
• Tap a file to open it in the app. PDFs and Office files can be viewed directly.
• If the registration has no files, No attachments is shown.

Note: Files are added and managed on the web. In the app you can view the files, but not upload, download or delete them.

Note: PDF and Office files are only available offline if you have opened them while online. Otherwise, a message is shown saying that the file is only available online.

5.3 Log

Log shows the history of the registration, with the most recent event at the top: who did what, and when. Among other things, the log shows when the registration was created, which fields have been changed (from and to), changes of step, and files that have been added.

• The log is read-only and cannot be changed.
• The log requires an internet connection. Offline, a message is shown saying that it is only available online.
• A registration that has not yet been synchronised has no log until it has been uploaded.

Note: The time in the log is when the change reached the server. Changes you make offline get the time when they were synchronised.

6.0 Save, edit and discard

Create: When all required fields have been filled in, the Create button becomes active. Tap it to save the registration. It is then shown as a marker in the model or on the map, and in Overview.

Open and edit: You can open an existing registration in two ways:

• From a marker in the model or map – tap the marker and select the registration in the list that appears. The number on the marker shows how many registrations are at the same point.
• From Overview – tap the list icon at the top right of the home screen. Inspections are always opened from here, under the Inspections tab.

Make your changes and tap Save. For an inspection, tap Save and close.

Discard changes: If you go back with the back button at the top without saving, you are asked whether you want to discard your changes. Select Discard to leave without saving, or Cancel to continue.

Registrations from an inspection: If the registration was created from an inspection, a card is shown at the top indicating which inspection it belongs to. Tap the card to go straight there.

Note: Registrations you create or edit offline are marked as not synchronised and are uploaded when you are back online. See Synchronisation and offline use (opens in a new tab).

See also: (opens in a new tab)

• How to work with documentation
• How to work with and follow up issues
• How to work with and follow up tasks
• How to work with and follow up inspections
• How to use connected registrations
• Registration list