EN: Part 6: Documentation

7.1 Create entries

To create entries, you must navigate to the detailed view of the work step for which you want to create documentation and switch to Execution using the table bar at the top.

You will find the button for creating entries at the bottom right-hand edge. If you click on it, a drop-down menu opens with all available entry types. Click on the desired entry type to create it.

Depending on the configuration of the Workheld platform, you can choose from these entry types:

Icon	Name
	Defect entry
	Working time entry
	Travel entry
	Expense entry
	Measurement entry
	Material consumption entry

7.1.1 Save as "Draft" or "Submitted"

You can always save entries in either "Draft" or "Submitted" status. To do this, you only need to activate or deactivate the toggle button using the Cancel and Save buttons.

7.1.2 Attachment of photos and documents

You can attach any number of photos or documents to each entry type. Click on the Camera button to take a photo to be attached to the entry. Click on the Documents button to attach an existing image or another document to the entry.

Once you have attached a photo or document to the entry, you can edit it by clicking on it. The buttons in the top right-hand corner give you the options Edit, Delete and Send. You can also add a comment to the attachment at the bottom.

7.1.3 Create entries for team members

You can also create working time or travel entries for your team members. When creating these entry types, your own user and all team members who have also been assigned to the work step are displayed. Before saving the entry, select all the people for whom the entry is to be saved.

7.2 Creation of checklist instances

If a checklist template has been attached to one of your work steps, you can create a checklist instance from it. To do this, click on the checklist template at the bottom of the work step.

7.2.1 Check types and mandatory checkpoints

A checklist template can contain any number of checkpoints. Each checkpoint requires either a simple yes/no answer, a measured value or the date and time. The units can either already be specified in the checklist template or are available for selection.

Checkpoints can also be specified as mandatory, which can be recognised by the small asterisk in the heading. A checklist instance can only be saved as "Submitted" once all mandatory checkpoints have been completed.

7.2.1 Save as "Draft" or "Submitted"

Checklist instances can also be saved in either "Draft" or "Submitted" status. To do this, you only need to activate or deactivate the toggle button using the Cancel and Save buttons. Please note, however, that checklist instances can only be saved as "Submitted" once all mandatory checkpoints have been completed.

7.3 Documentation overview

You have access to the documentation you have created (entries & checklist instances) at all levels of the work overview by switching to Documentation in the table bar at the top.

The documentation in Workheld is merged at the higher levels!

This means that at the work step level you will only see the entries and checklist instances that have been created for this work step.

If you switch to Documentation one level above - the work order - you will see all entries and checklist instances that have been created for work steps in this work order.

At the project level, you will see a summary of all entries and checklist instances that have already been displayed in the work orders of the project.

7.3.1 Overview & editing of entries

On any level of the work overview, switch to Documentation in the table bar at the top. Click on View entries to access the overview of entries.

The overview of entries is designed so that you can see a summary of all created entries under the Overview tab. For entry types such as defects or measured values, the number of entries created is displayed; for working time and travel entries, you can see the times.

The entries themselves are divided into entries with the status "Draft" and entries with the status "Submitted". You have the option of submitting all entries in "Draft" status with one click by clicking on Submit all entries.

You can also see from the small green cloud next to the icon of each individual entry whether it has already been synchronised.

If you click on an entry with the status "Draft", you will be taken to the edit view of the entry. This is identical to the view you already know from creating entries.

If you click on an entry with the status "Submitted" that has not yet been synchronised, you will also be taken to the edit view of the entry. However, if the entry in the "Submitted" status has already been synchronised, it can no longer be edited and can only be displayed.

7.3.2 Overview & editing of checklists

On any level of the work overview, switch to Documentation in the table bar at the top. Click on View checklists to access the overview of entries.

The overview of checklist instances is divided into checklists with the status "Draft" and checklists with the status "Submitted". You have the option of submitting all checklists in "Draft" status with one click by clicking on Submit all checklists.

You can also see from the small green cloud next to the icon of each individual checklist whether it has already been synchronised.

If you click on a checklist with the status "Draft", you will be taken to the editing view. This is identical to the view you already know from creating the checklist instances.

If you click on a checklist with the status "Submitted" that has not yet been synchronised, you will also be taken to the editing view. However, if the checklist in the "Submitted" status has already been synchronised, it can no longer be edited and can only be displayed.