Who is this article for?

Place Admins that are setting up their Organisation for the first time

To maximise how your Ops and Issues will be managed within your Org, some things need to be configured beforehand. Navigate to Settings > Advanced > Op Setup/Issue Setup to start setting up the following:

1. Op Setup
   1. Ops Types
   2. Op Grades
2. Op Reports
   1. Issue Types
   2. Issue Flags
   3. Issue Reports
3. Causes and Corrective Actions

Reminder: Only the Primary Admins of the Smartforms WebApp have permission to make changes to these configurations

1. Op Setup

The Op Setup allows you to:

• Create Ops Types: Create different categories to group your Operations
• Create Grades: Decide how a scored Op receives a grade
• Make OpReports Mandatory: Decide which ones will appear first by default

1.1. Ops Types

This is used to categorise your Ops and it's especially useful when building your reports.

For example, selecting all the Ops tagged with a specific Op Type (e.g. EHO) will immediately bring up every Op assigned to that type, and have them available to be exported straight away.

1.2. Op Grades

Op Grades are useful for businesses that use Smartforms to conduct audits, risk assessments, training, or anything else that might be scored.

• • On the left-hand side, you can name the various grades that can be assigned to your Scored Ops. Each Grade is also assigned a given colour, as well as a Pass/Fail status.

• • On the right-hand side, you can build various rules to determine how these grades are calculated when assigned.

To learn more about graded and scored Ops, check our Managing Op Grades article

Op Reports

The Op Reports configuration window allows you to:

• • Make reports mandatory and visible to all admins
  • Set one report as default, to be the first one when opening the page.

To learn more about creating default reports and how to make them compulsory for your users, check our Managing Report Settings article

2. Issue Setup

Within Issues Settings you can:

• Create Issues Types: Categorise your Issues, useful to create workflows
• Assign Labels to Issue Flags: So that everyone in your organisation understands what they mean and how to use them
• Make Issue Reports Mandatory: Decide which ones will appear first by default

2.1. Issue Types

Types are really useful to create Issues Workflows to ensure the right actions take place after an Op is completed, missed, etc. and/or the right people are notified when an Issue is raised.

To rename issue types, simply click on the name and type your own preferred label. To add new types click on the + sign at the end of the list.

2.2. Issue Flags

Similar to the Issue Types, Flags are really useful to create Issues Workflows to ensure the right triggers are executed and the appropriate people are notified when an Issue is raised.

To rename a Flag, simply click on its name and replace it with your preferred label. Most organisations use flags as an indicator of priority, but you can use them for any purpose.

2.3. Issue Reports

Similar to the Managing Report Settings configuration seen before, Issue Reports allow you to control two things about your saved Reports in Analytics. You can:

• Make reports mandatory so that they are visible to all admins
• Set one report as default, so it is the first one that you see when you open the log

3. Causes and Corrective Actions

When Issues are raised, it is important that you take measures to ensure that they can be prevented from happening again in the future.

All Issues on both Native and Web now have a section where you can report on the following:

• Causes
• Corrective Actions
• Preventative Actions

You can also decide to make these a requirement to be filled in before closing the Issue, or keep them as an option.