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Checklist

Here are the things you need to check before you  set up a new Work Package to hold the work for your site:

Staff

• Are the staff you want to use added to your organisation?
• Have you added Monitors (outside observers) ?
• Do you need to add a Work Package Manager?

Drawings

• Do you have all the floor plans loaded as Drawing Sets?
• Are the drawing versions correct?
• If you have new versions, have you set the coordinates correctly?
• Have you named Technical Drawings / Data Sheets correctly?

Inspection Type

• Do you have the right Inspection Types for the work you want to do?
• Replace 'superseded' Inspection Types with the latest version

Whether duplicating or creating a new Work Package

• Is the name unique and useful to the field staff?
• Have you added the common data required?
• Have you edited the ‘Lists’ to make them project specific?
• Have you set up any sequences (automatic numbers) that are needed?

Work Packages 

Work Packages can represent a rolling programme of inspections, or be specific to a site or contract.

This section covers how to create a Work Package, add drawing sets (floor plans, data sheets), edit lists, add staff, create sequences and save and activate.

Create a new Work Package

You can either create a new work package by duplicating from a ‘***MASTER FOR DUPLICATING’ or by creating a ‘New Work Package’ as below.

1. Click on the 'Work Packages' tab.

2. Then click on the 'New Work Package' button.

The Work Package now needs:

• Title (Name)

• Inspection Type

• Staff on Work Package (those members of your organisation who will undertake the work via the App or Hub)

And, if required:

• Description

• Drawing sets

• Common Data

• Sequences enabled

Adding Drawing Sets to a Work Package in the Hub

The purpose of adding Drawing Sets is to make them available to staff in the field via the App. To do this, you can add Drawing Sets (you are not limited to one) to a Work Package. Please read Loading Drawing Sets for more information, or if you are wanting to load Technical Support documents for Passive Fire, click here and read this document.

Choose from the available Drawing Sets and add them to your Work Package. For more information on how to manage the drawings used within a Work Package please read Managing Drawing Sets on a Work Package

Adding Monitors and Managers to a Work Package

Workpackage Monitors are external 'view-only' users.

Workpackage Managers are for promoting an Assessor or User (organisation role) to the level of Administrator for this Work Package.

Adding Inspection Types

Click in the 'Inspection Types' drop down to select the inspections you wish to undertake. 

Adding Staff to the Work Package

Add staff who will be completing work in the App or Hub. For more information on adding staff to a work package please read this guide.

Now click on Create Work Package. You can then continue to set up Common Inspection Data, Lists and Sequences. These all depend on having Inspection Types and Staff on the Work Package.

Common Data

This is data that will be available to all App users.This helps to speed up data entry in the app and is used when the details, like Site address are the same for each inspection. You can also add an adhoc note (which does not go into the data) to remind staff on site about key items on the job. Any common data added will automatically enter each inspection created within this Work Package. If you update the common data during the project, the field staff will need to sync their device to see it.

For more information please read Using Common Data.

Setting the ‘Lists’ for the project

List edits are specific to each Work Package. Please read Editable Lists for more information

Using Sequences

When you add inspection types to a Work Package the system works out what unique sequence names there are and allows you to configure them per user.

Sequences can be set to be unique within an inspection, or within a Work Package.

To enable sequences you first need to tick ‘Sequence enabled’ 

Sequence unique within inspection:  Each item inside an inspection will be given a sequenced number, using the start value and Prefix as filled in.Each new inspection will start at 1. This is commonly used by Asbestos surveyors and audit teams, when there are many items within one inspection.

Sequence unique within Work Package: Each inspection in the Work Package will be given a sequenced number, using the start value and Prefix as filled in. Please note that each user has their own sequence so it is important to either use the prefixes, or to set different start values. Please contact Clarinspect Support if you would like further clarification. This sequence type is used by fire teams and those with short forms. Inspection 1 is HJ -01, then the next one is HJ- 02 for example.

Save and Activate

After Saving …

If you don’t press activate, your Work Package will be saved in drafts. Use the filters on the right hand side to find it. The app users cannot see the work package on their device until it is Activated.