Opening and Viewing Register Items

Overview

You'll find links to items in various places, however the main areas are:

• Datagrids

• Maps

• Dashboard and Recent Activity logs

• Related items

In most of these places, the item will be displayed with its ID and name to help identify it. If you're viewing the item from outside its register, following the link will redirect you to item in the relevant module and register.

Each item will have different sections, fields and settings depending on the register and the permissions of your role.

From a Datagrid

When working in datagrid view to view or open an item, click on the ID or any other field in the datagrid row that is linked (usually coloured blue).

Items open in the same window. To return to the datagrid, use the Back button at the top right of the item window.

If you have permission to, more options including Edit mode may be available to you.

From a Map

When working in map view, to view a summary of an item (including the name, type, Event, workflow, currency info and other relevant information) simply tap on an icon on the map.

The 'View' link links in the summary window links directly to the full item details.

Viewing Item Details

Items details are divided into two columns, the left column and right column with multiple expandable sections in each. Each item contains unique information, however generally consists of the following common sections.

Depending on the type of item, additional sections may be present in the left and right columns.

Sections

Items are divided into sections which are expandable and collapsable. This help you focus on the sections which are relevant to the current process/step/workflow stage.

Controls for expanding and collapsing sections appear at the top of the section to the right of the section title.

To expand a section use the down chevron symbol.

To collapse a section use the up chevron symbol.

Embedded and Related Items

In some registers, Embedded items and Sub-items from related registers or sub-registers may be found in sections of an item. The key fields required to be managed are often editable from the main register. However more information can sometimes found in the record.

The View Record button acts as a link to a sub-register to access the full record if necessary. These typically have a link back in the Related Items section.

Assets and Properties

Embedded assets show details of the address including asset and property ID information.

You can check if there are contact details for any owners using the Fetch Contacts button. This will only work if your administrator has performed an Asset Contacts import. Contact information for the owners will be displayed if there are contacts. If there are no contacts the button will dissapear.

Locations

Embedded locations are sometimes used to illustrate precise geographical information which can be viewed on the map using the View Map button.

Workflow

The Workflow section holds essential information used to manage the item’s workflow, status and delegation.

Key information common to most items includes:

• IDs - unique identifiers for the item

• Status - the current workflow state

• Last updated

Classification

The Classification section is used to classify items. This can be a useful way to retrieve or report on all items that have a similar theme. There main ways items are classified include:

• Event - The event that the Item belongs to

• Tags - A list of keyword descriptors used to categorise the Item.

• Classifications - Special system defined terms used to classify items. (Only available in registers where this feature is enabled)

Activity

The Activity section contains running audit log of all changes made to the item including notes recorded by users. This cannot be edited.

Each change has its own entry including the user who made the change.

Status changes are indicated with the colour coding.

To view or hide all details of each change including who made the change, when and which fields were changed, toggle the ‘Show Details’ / 'Hide Details' link at the bottom right of each entry.

Linked Items

Linked items are items from other registers which are created automatically by the system. The Linked Items section allows for easy navigation to the related records.

This section includes a summary of the related item with the ID and other key details.

It is important when following related records to do it only when necessary and remember where you are in the system. This is because you may be taken to a completely different module or register than the one you were working on.

Advanced

The Advanced section includes information about the Item that is relevant to administrators and power users.

Information that may appear in Advanced includes:

• Save this item as a Template - this item is available to use as a Template. Templates can be used by administrators to create other similar items pre-populated with information.