What's covered in this article
This article contains the following (plus quick links to the relevant sections):
To create your own registers:
- In the navbar, click on Administration > Register Management to show your register list:
Step 1. Basic Information
- Click on the Add New Register button and the 4-step Add Register form will display:
There are 4-steps to adding a new register:
- Add Basic Information
- Select Form
- Cycle Notification Settings
- User Notification Settings
- With Step 1. Basic Information, we must enter the following:
- Unique ID: Within CASSA, all registers must be unique.
- Title: Add your register title here. For example, the title of this register is 'Constructed Assets'
- Parent: Refers to your register 'structure'. This is similar to your folder structure in Windows Explorer where you have your top level/parent folder and then create sub-folders within. As you can see in the expanded dropdown in the above image, we have Business Registers and Project Registers as parent registers and then, within each of them sub-registers such as Asset Management, Project Reporting, etc.
- Business Registers is the parent folder for this new register
- Description: Add a concise description for what this register is for.
- Active: Select this if this register will be active, or leave it blank if you have other work to do.
- Generate QR code: Select this to generate a unique code for this register.
- When you've populated all details, click on Save & Continue to save step 1 and proceed to step 2.
Step 2. Select Form
In step 2 you can either select from an existing for or create a new one. In this example, we will create a new form:
2.1 Add Basic information
- Click on the Click here to create link next to Need New Form? and the Add Form: Step 1 dialog will display showing 1. Basic Information:
Here you need to add:
- Unique ID - again, all ID's need to be unique. (It's good practice to prefix forms with the shortcut frm_ as this clearly identifies a form)
- Name - the name of the form.
- Description - provide a brief description explaining the form's purpose.
- Active - whether this form is active or not.
- When you've added the basic information, click on Save & Continue to proceed to 2. Select Form Fields.
2.2 Select Form Fields
In Add Form: Step 2, you have 2 options for adding fields: Add New Form Field and Choose From Library:
- For our form, we will click on Add New Form Field:
- In the Add Register Form Field dialog you need to enter the following:
- Unique ID - again, we need a unique ID for each form field. We recommend prefixing each ID with fd_ for easy identification.
- Field Type - this is a dropdown list where you can select from the following field types:
- Date & Time - This is a combined field that allows you to select a date and a specific time.
- Date Calendar - A date selection field with a calendar widget to choose a specific date.
- Dropdown Select - A drop-down menu containing a list of options you can select from.
- Email - Used for adding and validating email addresses.
- Image - This allows users to upload an image as a jpeg, png, gif, etc.
- Multi Checkbox - Used where multiple options can be selected, e.g. in surveys, for interest topics, preferences, etc.
- Multiple File Upload - Permits users to upload multiple documents, images, other files, etc.
- Numbers Only - Only allows numerical input and is used for quantities, weights, values, etc.
- Radio Button - These only a low a single selection from a range of options.
- Signature - Allows the user to add a digital signature using file upload, a mouse, or a touchscreen.
- Text - A single line text input field used for short responses such as names, titles, etc.
- Text and Radio - This allows a short text response alongside a simple selection.
- Textarea - This is a multiline text field that allows longer responses like comments, descriptions, feedback, etc.
- Time - Used to specify/select a specific time.
- Upload photo/file - For uploading images or files.
- URL - for validated website and other online addresses.
- Field Name - add the name of the field
- Help Text - this is the mouseover text that will appear to guide the user if the name or field function isn't clear.
- Display on Main Page - When you've created the business register, you might not necessarily want all the fields to be visible in the main dashboard. When you don't select this option, the field and value is only visible when you open the specific register item itself.
- Validation Type - Select this is the field is mandatory.
- Add to Library - You may well want to reuse this field in other forms, so select this option to add it to the library once you click on the Submit button.
- When your field is complete, click on the Submit button to save your field, close the dialog, and return you to the form where you will see your field added:
- Repeat the above for the remaining fields in this register:
Preview Form
- Click on Save & Add More and then you can click on the Preview button to see how your completed form will display:
Add Responsible Persons
Before you complete the register, you may want to add one of more Responsible Persons.
- Selecting this checkbox will add an additional field to the main register where you can assign one or more responsible people so that, if cycle notifications are set (more on this below), they will be notified each time. For example, if you have an SDS Register, you can assign a responsible person for all the SDS' in your organisation and they would receive a notification when they become due.
- When your entire form is complete, click on Submit to save changes, close the dialog, and return to Update Register: Step 2:
- Select the field that will Display & identify Items on the App and in the Action Registers. If an action is raised against this item in the register, we want to be able to identify what it is. Selecting a field like asset type enables us to do and we want to ID what it is. E.g., for an asset type.We recommend a field such as asset type.
- If you clicked on Add Responsible Persons earlier, this will be pre-selected.
- You can also choose to Send an email to specific users when an item is added to this register. If you select this, the following will display
- Here you can select Roles, Users, and the Email template to be used for notifications.
- Once complete, click on Save & Continue to advance to 3. Cycle Notifications.
Step 3. Cycle Notifications
Cycle notifications are how your responsible person(s), etc., will be notified when an action is raised.
There are 3 options:
- No cycle required: No notifications will be sent.
- Group items with same review or expiry date and only send one notification: Only one notification is sent for all items with the same review or expiry date (to reduce inbox clutter). For example, if you create an electrical register and have 50 items due on the same day, getting inundated with 50 register notifications is only fun the once!
- Send notification for each individual item in register: This setting will notify you when new items are added to the register.
- Select your required option and then click on Save & Close to save changes, create the register, and to return to the Registers dashboard.
When the screen refreshes (it might take a few seconds to process the updates), the register will be added to the list:
However, as you can see in the Assignment column of the grid, no-one's been assigned to the register and no-one can currently see it.
Step 4. Assign Register
To assign users/roles to the register:
- In the Action column, click on the Assign Register button and then select the roles/users and then click on Assign Register button.
- With your selection made, click on Assign Register to save changes and return to the dashboard where the screen will refresh and your register updated.