EN: Part 3 Documentation

3.1 Creating entries

To create entries, you must navigate to the detailed view of the work step for which you want to create documentation.

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

Open

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

Icon	Description

Icon	Description
Open	Defect entry
	Travel entry
	Expense entry
	Working time request
	Measured value entry
	Material consumption entry

3.1.1 Save as "Draft" or "Submitted"

You can always save entries in either "Draft" or "Submitted" status. All you have to do is activate the toggle button before you press Save.

3.1.2 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 Save locally. You can also add a comment to the attachment at the bottom.

3.1.3 Creating 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.

3.2 Start/stop time recording

The easiest way to record your working time is the Start/Stop time recording. Start the time recording by clicking on the play button on the right-hand side. A small bar with your working time will then appear at the top right. You can stop the time recording either in this bar or with the same button on the right-hand side.

If you record your working time using the automatic start/stop function, the working time entries are always saved as a draft. You can therefore correct the entries again before you finally submit them.

3.3 Creating 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.

3.3.1 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 is indicated by the small asterisk in the heading. A checklist instance can only be saved as "Submitted" once all mandatory checkpoints have been completed.

3.3.2 Saving as "Draft" or "Submitted"

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

3.4 Documentation without an order

It is possible to document work that has not been assigned to you in the form of a project/assignment. To do this, click on the TASKS icon (wrench) on the far left edge of the Workheld Flow Windows app and then in the tab bar at the top right on the view for standing orders and unplanned orders.

By clicking on UNASSIGNED ORDERS, you can create entries and even reports as normal, but these must be assigned to an existing or newly created order afterwards by a coordinator.