REPORTS BASED ON PREDEFINED COMMENT TEXT

There is a Feedback Report configuration option that allows you to generate a report based on specific text within a predefined comment. This option is called PRE-DEFINED COMMENT CONTAINS.

For example, let's say you want to pull information from an audit that only contains non-compliant issues that need to be addressed by the Building Maintenance crew. A feedback report can be created that includes only non-compliant issues tagged as MAINTENANCE REQUIRED.

This feedback report can then be attached to automated feedback that is sent to the location manager, who can then distribute it to the manager of the Building Maintenance Department so that these issues can be resolved.

SET UP THE AUDIT FORM

1. In the audit form, include a predefined comment called MAINTENANCE REQUIRED to a question if a non-compliant answer to that question means that maintenance issues need to be addressed. (Note that you cannot add predefined comments to a form that already has audits conducted against it. If you want to use an existing form, you'll need to make a copy of the form first.)
   
   
2. Mark the non-compliant answer choice as NOTES REQUIRED. This will cause the Notes window to open automatically if an auditor selects this non-compliant answer choice.
   
   

When an auditor using Mobile Auditor selects this non-compliant answer choice, the Notes window opens, allowing the auditor to select the MAINTENANCE REQUIRED predefined comment, as well as any other predefined comment that may be applicable. The auditor should also add any comments of his/her own that may help clarify the reason for selecting the non-compliant answer choice.

CREATE A FEEDBACK REPORT

1. Go to Reports > Report Setup > Create Feedback Report.
2. Create a new feedback report and name it with a meaningful name, such as BUILDING MAINTENANCE ISSUES.
3. Locate the option called PRE-DEFINED COMMENT CONTAINS field, and enter the word MAINTENANCE.
   
   This field is not case-sensitive. You may enter either lower or upper case text.
   
   
4. In the DEFAULT COMPLIANT SETTING field, select NON-COMPLIANT.
   
   
5. Make sure the SHOW QUESTION COMMENTS option is enabled.
6. Select any other options that you want included in this report.
7. Click SAVE & RETURN.

When this feedback report is run, it will include only questions that received non-compliant answers that also have a predefined comment which contains the text string "maintenance".

CREATE AN AUTOMATED FEEDBACK RULE

In System > Correspondence > Automated Feedback Rules, create an automated feedback rule for Maintenance issues, with feedback to go to the Location manager to distribute to building maintenance personnel. Add the BUILDING MAINTENANCE ISSUES report as an attachment to the feedback rule.

The above example shows how a form may be set up to generate a feedback report that tracks a single type of issue -- in this case, BUILDING MAINTENANCE issues. Keep in mind, however, that you may create several different feedback report configurations to generate reports that can be distributed to several different departments. For example, you may also add predefined comments such as HOUSEKEEPING or BUILDING SAFETY to questions on the same audit form, and then create a feedback report for each of those departments as well.