To Do List Overview

In this video we are going to walk through an overview of the To Do List. By default, when you are logged in as an administrator, this screen shows you all open To Do items for all users in Wombat. The Toggle History View enables you to change from everything active in the to do list to everything in history. This view provides a quick look into what’s taken place in the system in chronological order. For more detailed searching of forms we recommend using the View Form Submissions function in the Forms Library.

Filters

At the top of the screen, you can filter this data by Type or by Person. By default we are viewing all types. You can filter these down by forms, training and certifications, and tasks. To drill into one specific type, simply click on it. A blue line underneath indicates that the icon is turned on and you are now viewing only items in that type. Currently, we are only viewing active Forms.

In the Filter by Person section you can choose to view all users, unassigned, or specify a user by selecting the grey icon and searching for the person. Once a person is added to the toolbar, click on their avatar to activate it indicated by the blue line. Currently, we are only seeing to do items for Pete the Plumber. To de-activate, click on the person again.

You can also search by text and all items with that keyword will show in the to do list.

To Do Cards

The left-hand side of the screen shows all the to do cards. You will see the title, the step the to do is on, the person who’s assigned to it, the type, the date created, and due date if applicable. Clicking on the to do list card opens all of the details.

Form

Let’s take a look at all Forms by selecting the type icon in the filter section. We see a Site Inspection Checklist filled out by William the Worker. Hovering over the header reveals a blue arrow. This shows you the workflow this form will follow as well as the current step the form is on.This form has two steps. The first is the inspection details, submitted by the person filling it out, the second is a supervisor review sent to the supervisor of the person filling out the form. This form is on the first step of the workflow as indicated by the highlighted blue box.

A form has two options once you’ve completed your section. If the systems shows you “Submit” it means there are more steps before this form is complete and submitting it will send it to the next person in the workflow. In this example, it will be sent to William’s Supervisor for review. If the system shows a complete button, it means the workflow is on its last step and the form will go into history.

By selecting the three dot menu at the top, you’re able to submit or complete it, duplicate, print, attach a file, or delete. When you receive a form, you’re able to see everything that was submitted in previous steps but you’ll only be able to edit the step that is assigned to you. If there is an issue with anything in the previous step you can send it back for revision. At the bottom of the form, you’ll see any linked entries. In this example there are two corrective actions attached to this form. Clicking the arrow box opens the details. The linked entries at the bottom take you back to the parent form. You’re also able to add and delete comments.

Corrective Actions/Tasks

Let’s take a look at all Corrective Actions and Tasks by selecting the type icon in the filter section. You’ll see Larry the Laborer has a corrective action to reinstall signs that fell during a windstorm. Click to open all of the details. Highlighting the card reveals a blue arrow where you can change the title, due date, active users, and form owners. You’re also able to fill in the resolution details directly including who it was resolved by, date, description, and attach a photo if applicable. Under Linked Entries, you’re able to view the parent form that this corrective action was generated from. The linked entries at the bottom take you back to the corrective action. You’re also able to add and delete comments and attach a photo or file.

Training & Certs

Let’s take a look at all training records by selecting the type icon in the filter section. Anything that requires attention within the next 90 days will show on the to do list. The colored circles around the avatars provide a quick status update into the person’s training and certifications. This color and number are attached to their profile throughout every screen in the system providing a reminder if something requires attention. Green indicates all their training is up to date. Yellow indicates a recommended training is missing or expired. Red indicates a mandatory training is missing or expired. The numbers in the corner show you how many days until that item comes due. A red number indicates days until a mandatory training is coming due. A yellow number indicates days until a recommended training is coming due.

Clicking on the card shows you the details of the most recent training record. In this example, you’ll see Wanda’s driver’s license is expired. To add a new training, click create new training. Enter in the details and click create. Alternatively, you could have asked Wanda to update this record directly as this would have also been on her to do list.