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Findings

Issues noted during an inspection (fire door, extinguisher, electrical installation…) and how they are fixed, from entry to verification.

Finding list

Three views with their number: “Open” (overdue ones first, then by correction date), “Overdue” and “To verify” (resolved by a member, or “Answered by the third party” when the third party answered from its upload page). The site, third party and severity filters apply to all three. Each line: severity, state, title, type, site and third party, date, assignee; a click opens the requirement's findings. “Export” opens the same findings in the “Findings” report (Excel, CSV, PDF, scheduled send). On the dashboard, “Overdue findings” counts the overdue ones. Without a chosen view, the page opens on the findings to verify when nothing is open and an answer is waiting. “Assigned to” › “Me” keeps only the findings assigned to you: the daily email of overdue findings leads there, and “Export” is then not offered.

Fields and buttons
Open
The open findings within your scope, overdue ones first, then by correction date.
Overdue
Only those whose correction date has passed; the dashboard counts the same ones.

Entering and following a finding

On the requirement page, as long as it is not closed (usually after the inspection report): “Add a finding” with its details, severity (critical, major, minor, observation), assignee and date. The finding's assignee moves it to “In progress” with “Start”, then “Mark resolved”, saying what was done and attaching the proof; without an assignee, any member except a viewer can do it, and an administrator always can. Someone other than the person who resolved it clicks “Verify”; “Send back” puts it in progress again. “Won't fix” (owner or administrator) closes it with a reason. While it is open, “Edit” changes its title, severity, assignee or date; lowering the severity is for an owner or administrator. If nobody else can verify it, an owner or administrator verifies their own resolution, with a reason.

Fields and buttons
Add a finding
On the requirement's record, as long as it is not closed.
Severity
Critical, major, minor or observation; depending on the type, a critical finding can prevent compliance.
Assigned to
The person who corrects the finding and moves it forward.
Fix by
Once it has passed, the finding is overdue in the list and on the dashboard.
Start
Records that the correction has started; the due date stays the same.
Mark resolved
Say what was done and attach the proof: photo, invoice or report.
Verify
By someone other than the person who resolved it (if nobody else can: by that person, with a reason); the finding is closed.
Send back
The correction is not enough: the finding goes back to in progress.
Won't fix
Closes the finding without a correction, with a reason of at least 10 characters recorded in the requirement's history.

Findings and compliance

The “Open findings” setting of each type decides: they do not prevent compliance (default), a critical finding prevents it, or any open finding prevents it. A requirement blocked this way shows “Blocked” until the finding is resolved, verified or closed.

Fields and buttons
Open findings
Setting of each type: open findings do not prevent compliance (default), a critical finding prevents it, or any open finding prevents it.

Findings of the report and the third party's answer

When a report is approved, each line of its findings field (or of the defects found) is proposed as a finding: uncheck those to ignore, correct the title, severity and date, then approve. Checked by default, the sharing box shows the findings to the third party: it sees them on its upload page, receives an email and answers how each one was resolved, with a photo or an invoice. Its answer waits for your check: “Verify” closes the finding, “Send back” reopens it with a reason the third party reads on its upload page and by email. A finding raised by hand can be shared later too, with “Share with the third party”. Beside the requirement's status, the number of open findings recalls those left, even when they do not prevent compliance. Once its answer is verified, the third party receives a “finding closed” email, with the link to its upload page while other findings remain to be resolved.

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