Registers and Datagrid

Overview

Registers store and manage data in the system and have a built in audit log to ensure that each and every action that changes the data is recorded.

A register's configuration defines the shape of its data, the forms used to collect its data, the relationships between data, plus the overall functionality and capabilities of the records such as whether they have maps, can relate to assets, support status transitions, have priority, support assignment, can be tagged, have escalation rules, as well as other behaviours or workflows.

General features of Registers include:​

• View modes

  • Datagrid – a list of items organised into columns to provide information on items specific to that register. The Datagrid includes access to the:

    • Actions menu - additional functions available in the register for bulk management of records (such as exporting, bulk editing or generating mail merge)

    • Columns menu - options for customising the datagrid columns and groupings

  • Map - a geo-spatial view of the items list including a visual map, markers, polygons and overlays (layers)

• Search - for refining the list by query or key words

• Filters - refine the list by status or preset query

• Status – indicates the current workflow progress of each item colour coded Status column

• Links to Items - usually blue coloured hyperlinks (such as the ID or Summary)​

Columns functions are available to further sort and group items to organise large amounts of information.

Register Navigation

There are multiple ways to navigate registers, including the Filter Menus, Search and the Datagrid.

Views

Datagrid is the default view mode, however Map mode is also available.

To toggle between these modes use the corresponding grid icon.

The two main view modes are:

• Datagrid

• Map

These icons can be found at the top right of the Register navigation bar.

Datagrid View

The Datagrid by default shows all items listed over a number of pages.

The following filters are available to refine the list.

Filter Menus and Filters

The easiest way to filter and view a list of items is to use a Filter menu.

Filter menus are grouped by categories. You can expand a category using the arrow symbol on the left of the category name.​

To activate a Filter, use the relevant blue link.

The MAIN filters include frequently used presets.

These vary from register to register but include:

• Active - any items that are in progress and not closed

• Recently Updated - items updated recently (i.e. in the last week)

• Assigned to Me - items either assigned to a position that is in your user profile, or to your user individually

• Overdue - items that have a due date set that have passed that date

• All - includes everything including items that have an active or inactive/closed status

Using the search

To filter the datagrid use the Search icon in the Navigation Bar to open the Search Bar or activate the Register filters using the Filter icon .

More information on the search parameters can be found in the Searching and Querying section.

Viewing the Datagrid and items list

The Datagrid displays the relevant items of the currently activated filter.

The default datagrid displays 50 items at a time and is typically sorted with the most recently updated records at the top by default.

Status, Priority & Progress

Most registers use a status system controlled by strict rules known as a state machine. This ensures that only authorised users can set specific statuses, and that items proceed through the status workflow in a defined logical order. A core feature of Crisisworks is that each register has its own state machine, allowing workflow to be tuned to the needs of each register. To fully understand how a register operates, it's important to understand the status progression within its workflow.

While each register has its own workflow process, they generally follow a common colour-coded convention:

• Red is unhandled and needs to be assessed and assigned,

• Yellow is assigned but not underway,

• Blue is in progress,

• Green is safe or completed, and

• Grey is inactive or completed.

Navigating Datagrid pages

To show more items, use the pagination controls at the bottom of the item list.

Click the number of the page, or move between sets of items using the controls.

To view less or more items per page, select the number option to set the ‘Items per page’. The view will update automatically.

Resizing Columns

To change the width of a column, drag and drop the bar separating the column headers left or right.

Sorting Ascending or Descending

To sort the datagrid by a column, click the columns header to sort by that field (ascending or descending). The up arrow indicates ascending order and the down arrow indicates descending order.

You can sort by as many columns as necessary.

Changing column order

To change the order of the columns in view, drag and drop the column you want to move left or right in the datagrid.

Modifying and grouping by the column list

The Columns menu at the top right of the datagrid allows you to customise which columns are visible.

Adding or removing columns

Not all available columns may be displayed. To add or remove columns to the datagrid display:

1. Click the Columns menu at the top right corner of the datagrid and select Choose Columns.

2. Tick the checkboxes next to the columns you want to display. To show all columns, click Select All.

3. Select OK to save and refresh the column list

Grouping by columns

To group by columns:

1. Open the Columns menu at the top right corner of the datagrid and select Group by column.

2. Drag the column header into the space directly above the column headers. Groupings will be created in real time as column headers are added, showing the number of items in each group.

3. Add more column headers as needed.

To sort within a group, click the column header. An up or down arrow will indicate the current sort direction, just like in the main datagrid view.

To remove a column header from the grouping, click the cross on its right.

To restore the datagrid view back to the default, select Restore to initial state from the columns menu.

Actions Menu

The Actions menu provides access to additional functions for bulk management of records within a register. It is located in the Datagrid menu bar to the top right of the datagrid.

The available options will depend on the functions available for the register you are using, your duty and permissions and whether or not you have selected records.

This can include:

• Bulk edit (requires selecting of one or more records - see Working with Register Items)

• Export to Report (exports all records, or only selected ones if any are selected)

• Create a Copy (duplicate an item)

• Copy IDs (to clipboard)

• Generate file (such as a Mail Merge) (requires selecting of one or more records)

Map View

The Map View displays register items from the current filter in a geo-spatial format, using markers, polygons and overlays (layers).

• To activate Map View select the pin icon from the top right of the Register navigation bar.

• Zoom in and out using the and controls at the top left, or use the pinch/spread gestures if using a touch screen or mobile device.

• To move the map around, select and drag the map area.

• Click the full screen icon(bottom left) to expand the map.

• You can filter by asset class using the drop down list at the bottom of the screen.

• Click the Layers icon (bottom right) to toggle available map overlays.

• To exit Map view, click the datagrid view button (top right).

Viewing Items from the Map

• Items on the map are indicated by Points, LineStrings and Polygons, typically colour coded according to their workflow state.

• Pins can have icons depending on their register. For example, on the map a Request that is 'Requested' has an icon that looks like an blue in-tray .

• To view a summary of an item, tap the icon on the map.

• Selecting View in the summary links you directly to the full item details.