Add a Site Visit

Perform the following step to create a new site visit from Info Exchange.

To view and create a new site visit, you must be a member of a Permission Set that allows the creation of new site visits.

To add a site visit

1.     If you are not already there, open the Site Visits log from the View > Field Management menu in a project in Info Exchange.

2.     Click Add Site Visit to open the Add Site Visit dialog box, shown below.

The Created By, Visit ID, and Start and End date fields populate automatically but you may overwrite the values.

3.     Enter a name for the visit in the Visit Name field.

4.     Select who created the site visit (if not you) by clicking in the Created by field to open the Select Project Team Members as Recipients dialog box to select the appropriate project team member.

5.     Click the Template Name drop-down to select from the list of available templates if you wish to assign a custom template.

6.     Select the site visit's Type from the drop-down list.

7.     In the Walkthrough section, select the Start and End time of the site visit, as well as the Participants of the visit.

8.     If you want to distribute the site visit, click in the To and/or CC fields to open the Select Project Team Members as Recipients dialog box to select the desired team members.

9.     Click the Keywords drop-down to select project keywords to add further detail to the daily report.

10.  Add any site observations in the Observations tab. For more information on adding information to the Observations tab, see To manually add an observation, To add an action item from the observation Tasks, and To add observations from a field note below.

11.  Enter the purpose of the site visit, any general project observations, any weather-related comments, and any internal notes in the General tab.

12.  Click Save and Close to save the site visit.

Create Next in Series - Once you create the site visit, you can create a new site visit item as a continuation. Click Create Next in Series to generate a new site visit, using information form the existing site visit, including: the Visit Name, Template Name, and Observation details.  

 

To manually add an observation

1.     Click Add on the Observation tab to create an observation record, shown here.

2.     Mark the Urgent checkbox if needed for this observation item.

3.     Select a value from the Category drop-down to assign to the observation item.

4.     Enter anything you want to cross-reference in the Reference field.

5.     Enter any comments pertaining to site conditions in the Remarks field.

6.     Click the button to open the Discussion Items dialog box to enter and edit any discussion items.

7.     The Date Created field automatically populates with the current date, but you may edit it if needed.

8.     The Author field automatically populates with the currently logged in user, though you may select another contact.

9.     Select the Closed checkbox to close the observation item, then select the close date in the Date Closed field.

10.  Click Tasks if you wish to take further action on the site visit observation.

 

To add an action item from the observation Tasks

1.     Click Add on the Observations tab then Add Action Item in the Tasks list.

2.     Enter a subject for the action item in the Subject field. Click next to this field to open a larger dialog box so that you can see the full description.

3.     Select the importance of the action item in the Priority field.

4.     Click the Assigned To drop-down list to open the Select Project Team Members as Recipients dialog box to set the contact who is responsible for fulfilling the action item.

5.     Click the CC field to open the Select Project Team Members as Recipients dialog box to add other contacts.

6.     Click Due Date to set the date on the action item by which the action should be completed.

7.     To set a reminder on the action item, mark the Remind checkbox and set the number of days (prior to the due date) on which to send the reminder in the Remind Days drop-down list.

8.     Click the Status to set the relative status for the action item.

The action item will be created when you save the site visit.

Once saved, you can further edit the action item in the Action Items log.

 

To add observations from a field note

1.     Click Add From Field Note to open the Add Observations From Field Notes dialog box, shown here.

2.     Use the filters to locate the desired field note. Once you find the field note, mark the checkbox and click OK.