Overview

With defects, you can keep track of your organisations repair or improvement needs. You can assign them to your GISGRO organisation users or to a subcontractor who doesn’t need an active GISGRO account. When you open the Defects panel you can filter them by tags, status, supervisor, assignee, observers or deadline. You can also choose to show only defects related to assets from the slider. You can find more filtering options under Advanced options. There’s also a possibility to mark all defects read from the menu icon. The icon color indicates the status of a defect.

Report defect

You can report a defect by right-clicking on the map, and choosing Report defect. First, add a description, tags and any documents, pictures, or screenshots to the defect. After adding these the second phase will open options to give the defect a deadline and add all the related people. You can also add more information such as more attachments or select related markers from assets and incidents. The attachments can be organised with folders, read more here! You can remove, archive or export the defect by clicking the three lines icon and choosing the wanted action. Learn more about exporting markers here.

If you have preset supervisors for the tags the supervisor get’s added automatically based on the tag/tags selected! Read more here.

Link to assets

You can report and link defects also to assets. Choose an asset and report a defect from the Defect button. If the defect has already been reported click on the Related defects tab. Choose a defect from the drop down menu and click Save. If you want to remove the related defect you can just click the x icon after the defect’s title. You can also see previous defects reported to the chosen asset in the Related defects tab!

Link to incidents

Link a defect and an incident straight away when reporting or after the issues have been added

When reporting an incident

When reporting an incident you can also report it as a defect at the same time with the same description. When you open a defect it will show on the top of the panel if there is an incident related to it. Clicking the title of the incident will open it. Read more about incidents here.

After incident has been reported

If you have an incident that has already been reported and you would like to link it to a defect you can report a new defect straight from the incident’s infopanel by clicking the Defect button. If the defect has also been reported already you can open it and click on the Related incident tab. Choose an incident from the drop down menu and click Save. The related incident will then show on the top of the panel. If you want to remove the related incident you can just click the x icon after the incident’s title on the Related incident tab.

Supervisor

You can choose supervisors for defects manually by selecting from the drop down menu or preset them via issue tags so they get automatically assigned to defects with the tag. Supervisor is optional so you can save a defect also without one. A supervisor is a GISGRO user who will follow that the defect gets fixed. Supervisor can see if there has been some changes to the defects under their supervision on the Dashboard and view all of the supervised defects by filtering the search with the supervisor field. Supervisor will get an email when there is a new defect assigned to them and also when a supervised defect is set done.

Assignees

You can assign the defect to an internal GISGRO user or to a subcontractor.

User

You can assign defects internally to your organisations GISGRO users. Choose a user from the assignee list. If the user doesn’t have permissions for defects they are only able to view the ones assigned to them. After the assigned defect has been fixed and the status set to done, it will stay visible for 3 months so that the assignee is able to check the amount of works already completed.

Assignee can export the done defects as an excel to be able to view this data also after the 3 months

Subcontractor

If you want to assign the defect to a person or an organisation that doesn’t have a GISGRO license select the Subcontractor option. Instead of viewing the defect in GISGRO, subcontractors will receive an email with defect information and a link to the service request page (a specific page for subcontractors to view & edit defects). Add new subcontractors via contact management or click the + button next to the subcontractor field. You can then select assets or map layers to be visible on the subcontractors service request, these options are only visible if your organisation has assets or map layers.




On the service request page, a subcontractor will see the location of the defect, information, and selected additional information (assets and map layers). Subcontractors can write notes to the defects and update the status. Notes which subcontractor writes will appear in GISGRO under defect’s comments.

After updating defect status to fixed, subcontractor can no longer access the service request page.

If a subcontractor has been assigned to multiple defects they can be viewed on a list by clicking Service requests on the service requests page.

Observers

You can select the user/users who noticed and reported the defect from the drop down menu. The author of the defect get’s saved automatically and can be checked from the History tab!

Manage defects

Manage & search your defects easily with Issue tags without any extra hierarchy. Issue tags are used with both defects and incidents (feature of Health & Safety). Choose tags for the defect in the defect panel’s Tag section from the drop-down menu. You can add as many tags to a defect as you want. Add and edit your Issue tags via Organisation settings. You can add a new tag from the + button and edit or delete tags on the list. To manage the tags the user needs permission to Issue tags. Read more about adding permissions here.

Preset supervisors

When adding a new tag or editing one already made, you can set a default supervisor from the users in the account. When a new issue gets reported and that tag is then selected the preset supervisor get’s assigned automatically. If there are multiple tags selected for the issue with different preset supervisors, the tag that is added first defines the supervisor. Only exception is if one of the preset supervisors is an admin user! In this case the admin rights surpass the order of selected tags and the admin user becomes the supervisor.

You can group your tags by color!

Give deadlines

You can set a deadline for the fix of the defect to be done by. Choose a defect and define the deadline date from the calendar by clicking. If you want to remove the deadline just click on the X icon at the end of the field and save. When the deadline starts to approach the assignee will get a notification in the dashboard. The notification will stay on the dashboard till the defect is set to be done.

Set reminders

With reminders you can remind yourself of important events or actions related to defects. Choose a defect and set a reminder for yourself via the Remind me tab by cliking the + button. Write a message and select date and time to add the reminder. You can choose the Remind also with email option if you want to get an email in additon to a notifictaion in GISGRO once the time is up. The added reminder will appear under Upcoming reminders of the defect. Reminders become active when the set time comes up and can then be viewed on the dashboard. When you click on the active reminder on the dashboard it opens the defect that it’s related to. You can set an active reminder to be done by clicking the blue bell icon or delete it from the trash can icon.

The reminder is only visible to the user who has added it!

Updated on: 14/08/2024