TRAKKD

Create new categories

• Create a new category to categorize documents. Click on Manage categories and enter the new category name. Click on Create to the category.

Adding documents

• Add a new document by clicking on Add document at the top right of the screen. Fill in all necessary information:

  1. Title

  2. Category (which you just created)

  3. Organizational unit(s)

  4. File

• Documents are only displayed for users who are in the same organizational units as the document. Documents are shown in the App as well.

Action documents

• There are several actions while clicking on Actions per document:
  1. Download – Download the document as PDF-file
  2. Edit – Edit the document title, category, organizational unit and/or file
  3. Delete – Delete the file

Users

All users are shown in this overview. Users with access rights to the user overview will see all users regardless of where the users(s) are linked in the organizational structure. There are several options in this overview:

1. Excel operations – Export or import users. Users can download a sample import file to easily import new users. It is important that all obligated information is entered.
2. Create new users – Creating new users consists out of several steps:
   1. Enter all obligated information. The Email address needs to be unique and the phone number is optional. You can tick the recipient box so the user will show up as recipient when creating a report or alarm configuration.
   2. Select a role to determine which access rights the user needs to have.
   3. Add the user to one or several organizational units to determine what the user may see.

3. Filter options / search – Search on usernames by using the search field or use one of the filter options:

   1. Filter on specific permissions

   2. Filter on role

   3. Filter on locked users

4. Actions per users – There are several actions while clicking on Actions per user:

1. 1.  Edit – Edit the user details. A screen similar when creating a new user is shown.

   2. Permissions – Edit the permissions for the selected user. Editing the users permissions means deviating from the role that has been assigned to the user.

   3. Unlock – Unlock the user if their account has been locked.

   4. Delete – Delete the user from RmoniWeb.

External recipient

Navigate to the second tab External recipient. All external recipients are shown in this overview. There are several options in this overview:

1. Create recipient – Enter all obligated information. Only the first name is obligated. Tick one or several types / destinations. Recipients for reports can only use the type “Email”, while sensor alarm recipients can use all of the types.
2. Actions per recipient – There are several actions while clicking on Actions per recipient:

   1.  Edit – Edit the recipient details. A screen similar when creating a new recipient is shown.

   2. Delete – Delete the recipient from TRAKKD.

Recipient deviations

Navigate to the third tab Recipient deviations. This overview enabled user to block certain time periods so recipients won’t receive any reports or sensor alarms in the selected period. There are several options in this overview:

1. 1. Add deviation – Adding a new deviations consists out of several steps:
      1. Select a recipient
      2. Select the date range
      3. Select whether the deviation is active or not
      4. Determine whether the deviation needs to be recurring. If this is the case, the days when the deviations is recurring has to be determined. The range of the recurrence has to be entered (end date or no end date) as well.
   2. Change the calendar – Change te view of the calendar to month, week or day. You can navigate to the next month, week or day using the arrows at the left side of the screen.

   3. Edit deviation – By clicking on any already added deviation a screen will be shown similar when adding a deviation. If the deviation is recurring a pop-up will be shown first to determine if the users want to edit only the selected occurrence or all occurrences.

• Create a new role
  • Creating a new role consists of two steps:
    1. Role name – Enter the role name and determine whether the role needs to be default. Default roles are assigned to users by default.
    2. Permissions – Select all access rights that are applicable for the role. Users can search on specific roles to easily select these access rights.
• Filter Options
  • Filter on specific access rights to see which roles have those access rights enabled.
• Actions per document
  • Select Actions per role. there are two options:
    1. Edit – A screen similar to the creating a new role is shown. Edit the role name or access right to edit the role.
    2. Delete – Delete the role. Users with this role will be left without role, meaning those user accounts do not have any access rights.

If an users changes their own permissions, the page needs to be refreshed by pressing F5. Users can’t add additional permissions to their own role unless they have the Admin role.

The organisational unit overview is one of the most important overviews in TRAKKD. This page enables organizations to create their own organisational units, that matches how the organization works. E.g. Countries, regions, locations, departments, Etc.

You can add new organisational units in two different ways:

• Click on Add new unit – Adding a new unit this way results in the unit being at the highest level. It will not be added underneath any other organisational unit.
• Select an organizational unit with right click and then select Add sub-unit – Adding a new unit this ways results in the unit being added underneath the selected organisational unit.

Drag and drop organisational units to easily change the organizational structure if needed. By right clicking an organizational unit you have three options:

• Edit – Change the name and category of the selected organisational unit.
• Add-unit – Add a new organisational unit as explained above.
• Delete – The organisational unit and all organisational units below the selected organisational will be deleted. All associated data will be permanently lost.

If you left-click on an organisational unit additional information is shown on the right side of the screen. We see the following tabs:

• Members – Add users to organisational units. The users will see all checklists, documents, etc. of the selected organisational unit and all units below. E.g. an user on the highest level will see information of all sub-units.
• External recipients – Add recipients to organizational units. Adding recipients is important for creating reports and alarms. When creating a report or configure an alarm you can add recipients. Based on the organizational unit that is selected the recipient is shown.
• Sensors (Only available for customers with sensors) – Add sensors to organisational units. Only users that are added to the organizational unit or units above will see these sensors. The sensors will be shown in the sensor overview underneath the selected organizational unit.
• Address – Add the address of the organizational unit. The organizational unit will be shown on the map in the dashboard as a balloon. The color of the balloon indicated the status of the organizational unit.

This overview contains all checklists that ever have been published, regardless of whether the checklists are already completed or still needs to be completed. Several columns are shown in this overview to easily find the right information:

Checklists

The name of a checklist is displayed. There is a filter on checklist category to easily find the right checklist.

Status

A checklist can have several statuses at the same time. These are the following statuses; New, Started, Completed, Skipped, Approved, Not Completed, Partially Skipped, Exceptions and Late. Users can filter on any of these statuses. Approved checklists are generally only found in the archive.

• • New: The checklist has been published but not started yet.
  • Started: The checklist has been started, but not submitted (completed) yet.
  • Completed: All questions and answers have been answered and the checklist is submitted definitive.
  • Skipped: The checklist has been skipped entirely. This can also be accomplished by skipping all categories within a checklist
  • Approved: The checklist is approved in the Published checklist or checklist detail page.
  • Not completed: The checklist deadline has expired and the checklist has been completed automatically. This status depends on the backdating settings.
  • Partially skipped: One or more categories have been skipped and the checklist is completed
  • Exceptions: One or more questions have been answered with an answer that is not within the set norm.
  • Late: The checklist deadline has expired and the checklists will receive the status Late. The checklist still needs to be completed. This status depends on the backdating settings.

Employee

The name of the user account that started or completed the checklist is displayed.

Organizational unit

The organizational unit to which the checklist is linked is displayed.

Publication date

The publish time and date of the checklist is displayed.

Completed on

The time and date on which the checklist was fully completed and sent is displayed.

The button: Actions

When a checklist has been completed, the button Actions will be displayed. The following actions are possible with this button:

• • Delete selected checklists
  • Archive selected checklists
  • Approve selected checklists

As soon as an user clicks on Actions and Details, the details of an checklist are shown. At the top of the screen some general information is shown:

• Checklist name
• Completed by (and whether it was completed in time)
• Organizational unit
• Publication date
• Completion date
• If approved: Approved by
• If approved: Approved date

The entire checklist is shown in this overview. This means all questions, answers (with the indication whether it was positive or negative) and actions are shown. A timestamp per question is shown. If the checklist hasn’t been approved yet, there is a function to enter comments to questions or the entire checklist. The checklist can be approved at the bottom of the screen.

All already created standard plans are shown in this overview. Select a plan to see more information about the schedule on the right side of the screen: :

• Checklists
  This shows which checklists are scheduled in the planning. For custom plans the location the checklists are linked to is shown as well.
• Organization unit categories (Only applicable for standard checklists)
  The standard checklist category/categories is/are shown here.
• Day and time
  The scheduled day(s) / time when the checklist(s) will be published are shown here. The maximum days / hours / minutes that may be spent before the checklists deadline expires is shown as well.
• Periodic closure
  The planning can be blocked for a period. No checklists will appear in the selected period.

A standard plan for a standard checklist is automatically applied to all organizational units with that checklist (and category). Click on the button New standard plan to create a new plan. There are several options:

• Planning name
  The name of a plan can be entered so that it is recognizable. You can also search the plan checklist overview by planning name.
• Periodic closure
  Periodic closure can be added. Select a date / time range and no checklists will be published in that range.
• Checklist
  In a standard plan only standard checklists are shown. Select one or more checklists. The category/categories that each checklist is linked to are displayed as well. Usually plans are split based on frequency. E.g. only daily checklists are selected in a daily plan.
• Schedules
  Add one or more schedules to the checklist plan. Enter the following information:
  • Optional: Select whether this an regular or ad-hoc plan
    • An ad-hoc plan makes the selected checklists always available. As soon as a checklist is started a new one will be published. A user may enter a maximum duration in the schedule which will start counting as soon as an ad-hoc checklists is started.
  • Select the time at which the selected checklist(s) needs to be published
  • Select the maximum duration before the checklists is too late or automatically completed (based on your back dating settings)
  • Choose whether this is an weekly or monthly plan.
    • Weekly: Select one or more days (for daily and weekly plans)
    • Monthly: Select a date and one or more months (for monthly, quartly, yearly, Etc.)

All already created regular plans are shown in this overview. A regular plan deviates from a standard plan in several ways:

• Plan information
  Regular checklist plan information does not show an organizational unit category, since regular checklists are added directly to an organizational unit.
• Checklist
  Per checklist is shown to which organizational unit is linked and the plan is only applicable to the selected checklists (and organizational units)

Navigate to the Deviations per checklist overview. While standard plans are applicable for all locations, there are some situations where the opening hours might differ per location. This overview enables the possibility to differ from the standard plan.

Click Add new deviation to create a new deviation. Enter the following information:

• Organizational unit
• Checklist(s)
• Reason for the deviation
• Whether the deviation is one-off or recurring
• If one-off: Select the period for the deviation
• If recurring: Choose whether the recurrency is weekly or monthly, at what time the deviation should start and how long the deviation should last.

In the deviation per checklist overview all checklists and the plans where they are scheduled are shown. If an deviation is enabled, users can recognize this by the Not set or Set icon.

The checklist overview shows all checklists the user might see based on the organizational structure. There are several options:

1. New checklist
Click on New checklist to create a new checklist. This will be explained below.

2. Manage categories
This is only shown if the organization uses Standard checklists. If so, this option is shown in the Standard tab. This will be explained below.

3. Filter options
There are several filter options in the checklist overview:

a. Filter on checklist name
b. Filter on category (only shown in the Standard tab)
c. Filter on organizational unit (only shown in the All checklist tab)
d. Filter on latest version

4. Actions per checklist
There are several actions while clicking on Actionsper document:

a. Edit – Edit the checklist
b. Delete – Delete the checklist
c. Disable – Disable all (standard) questions in the checklist (this is only applicable to standard checklists shown in the All checklist overview)
d. Copy – Copy the checklist (this is only possible with regular checklists in the All checklist overview, Standard checklist can’t be copied)

Checklists need to be planned before they are available in the App or the Pending checklists overview. Check out our Plan checklist page for more information. Changes to already planned checklists are visible when the checklists are published again. Changes do not work retroactively.

Click on New checklist to add a new checklists. Both standard and regular checklists are created quite similar. The only difference while creating a checklist is:

• Standard checklists are added to a category
• Regular checklists are added to an organizational unit

This overview has a number of functionalities:

1. Checklist icon
Give the checklist an icon so it’s recognizable for users. There are several options:

a. Checkbox
b. Receiving
c. Storage
d. leaning
e. Temperature
f. Audit

2. Checklist name
Give the checklist a name. The checklist name will be shown to recognize the checklist. The maximum number of characters is 100 characters, but make sure the name isn’t longer than necessary since some smaller smartphones might not be able to show all 100 characters.

3. Organizational unit / category (for respectively a regular checklist / standard checklist)
Select the category or an organizational unit the checklist is meant for. It will only be visible for locations with that category or for the selected organizational unit.

4. Add questions (regular)
Add components (categories, questions, answers, actions and action answers) by dragging and dropping these components in the checklist.

5. Customize questions
Edit all text, values, norms, or checkboxes you see to customize the checklist. Determine the questions, values, norms or whether a photo should be allowed. There are two additional functionalities:

a. Allow skipping checklists
If this options is enabled, a user is asked when starting a checklist whether it should be skipped (with a mandatory comment). The checklist will receive the status Skipped.
b. Allow skipping categories
If this option is enabled, categories of the checklist can be skipped. You can do this from the category overview in the App when filling in a checklist. The checklist will receive the status Partially skipped.

As shown in the previous paragraphs there are some differences between standard checklists and regular checklists. In short, the main difference is:

• Standard checklists are used by somewhat bigger organizations which has locations that have fairly similar checklists.
• Regular checklists are used by smaller organizations or organizations with locations that differ heavily for each other if we look at the checklists.

These “copies” of the standard checklists can be customized by a location in a limited way. The “copy” of a standard checklist differs in the following ways from a regular checklists:

• Green/Orange/Red dot
  In the All checklists overview the “copy” of a standard checklist is characterized with a green, orange or red dot. The dot indicated whether the checklists is active, inactive or partially inactive:
  Red dot: All questions in the checklist are disabled
  Orange dot: All standard questions are disabled, but the checklist has some regular questions as well. These cannot be disabled.
  Green dot: At least one question is enabled.
• Switch on / off questions
  Standard questions in a “Copy” of a standard checklist can be switched off (or on). By switching a question off, the question won’t be shown while filling the checklists. By switching off all questions the checklist won’t be published (unless regular questions had been added).
• Limited editing
  Users are only able to edit standard checklists to a limited extent. The norm, actions and action answers can’t be edited. The checklist icon and name can’t be edited either. Users are allowed to change the order of questions and add regular questions. Both the question and category text can be edited. The question and category won’t be overwritten when the Standard checklist is saved. Regular questions can’t be turned on or off, but can be deleted by using the trashcan.
• Plan checklists
  “Copies” of standard checklists can’t be planned in the regular way. This can only be done using a Standard plan.

Regular checklists
A regular checklists (created in the All checklists overview) are added directly to an organizational unit. A regular checklist can be completely changed if the user has permission to edit a checklists.

Regular checklists are planned in the Custom plan overview.