An “evaluation” is a tool for validating existing assets and capturing data on new assets.  Evaluations are configurable to control for which parent and child assets are included, as well as which data fields are displayed for comparison. Evaluation notes capture if the system data is correct and if not, allows users to enter the corrected information.

Search for an Evaluation

1. Expand “Evaluations” on the sidebar navigation.
2. Select one of the list options:
   • “My Evaluations” will display all the active evaluations assigned to you.
   • “Search” will allow you to populate the data filter fields where applicable, or leave blank to view all evaluation records. Select “Search Data” upon completion to view results.

Search Tips

• Expand the “Data Filters” section to limit the results based on specific fields. 
• Select “Refresh List” to load an updated list; alternatively, select “Reset” to clear all of the filters.
• Select the “bookmark” icon to copy a search URL to your clipboard for bookmarking or later use.
• Select column headers to sort by column, alphabetically.
• If an asset or contact is associated to the evaluation, those fields will appear as clickable links in your evaluation list.
• If your search criteria returns over 100 evaluations, the most recent evaluations will be displayed.

Add a new evaluation

1. Expand the “Evaluations” menu on the sidebar navigation. 
2. Select “New” to add a new evaluation.
3. Populate the fields.  Data fields with an asterisk (*) are required.
   • Type*: The type of evaluation.
   • Status*: The current status of the evaluation. Defaults to ‘New’.
   • Date*: The date of the evaluation.
   • Asset*: The asset that is the target of this evaluation.
   • Managed By*: The contact responsible for the evaluation. 
   • Assignee*: The person who is the primary assignee of the evaluation. Defaults to the current user.
   • Tags: The list of tags associated with this record.
   • Comments: Any comments you would like to store for this evaluation.
4. Select “Save” upon completion.

NOTE: Evaluations are best completed on larger screens or in landscape mode on your phone.

Develop an evaluation

1. Expand the “Evaluations” menu on the sidebar navigation. 
2. Locate the evaluation record and select the “Edit” button to start, continue, or edit the detailed evaluation information. Starting an evaluation will automatically set the status of a ‘New’ evaluation to ‘In Progress’.

Translations

Evaluations will auto-translate into the language selected by the user in their Preferences. Selection lists and radio buttons that are not system-defined will also translate. Text stored at the asset level in Asset Details or Asset Attributes will translate in the evaluations, but entered text will not translate back into other languages.

For example, English text stored at an attribute will translate into Spanish, but attributes corrected with new text in Spanish will not translate back to English and will be stored as Spanish at the Asset Attribute.

Quick-Jump to Sections

When viewing an evaluation’s details, breadcrumb icons will be displayed next to the breadcrumb hierarchical path. These breadcrumb icons allow users to quickly jump to page sections by clicking on the corresponding icon or to collapse/expand all sections on a page. Sections that have not been enabled at the evaluation type level will not be visible.

Evaluations that have multiple sub-sections within a section will show a drop-down list of the sub-sections.

Associated Contacts

Associations capture the relationship between the evaluation and the assignee. 

Add a Contact Association

1. Locate the “Associated Contacts” section and select “Associate”.
2. Populate the fields.  Data fields with an asterisk (*) are required.
   • Assignee*: The contact that is assigned to this evaluation.
   • Role*: The role of this assignee for the evaluation.
3. Select “Save” upon completion to return to the evaluation’s information page.

Manage Contact Associations

1. To the right of each contact association, under the Actions menu, you may:
   • View detailed information or edit the associated contact.
   • Remove the contact association.

Evaluation Values

The evaluation values are the changes and additions to the asset data saved in the evaluation.  Select “Edit” to edit the detailed evaluation information. Select “Refresh” to refresh all items in the evaluation information.

When editing an evaluation, each item will default to ‘Not Evaluated’ until acted upon. Marking each item as ‘Correct’ or ‘Incorrect’ will update the percentage completeness of the evaluation activities. Marking an item as ‘Incorrect’ will display a  field to input a new value, along with the option to add comments.

Loading a new photo for a photo item will automatically store the photo as a document and will associate the photo to the evaluation record. For location items, click the ‘Use Current Location’ button to automatically capture the GPS coordinates at your current location.

Evaluation Submittal

For evaluation types that do not allow for a partial submittal, every item within the evaluation must be marked as either ‘Correct’ or ‘Incorrect’ and the percentage completion reaches 100%. At this point, the evaluation will automatically change its status to “Completed” and it will be ready for review.

For evaluation types that allow for a partial submittal, users have the option to save their progress or submit their evaluation at any time, even if every item hasn’t been marked as either ‘Correct’ or ‘Incorrect’. Once the user submits the evaluation, the evaluation will automatically change its status to “Completed” and it will be ready for review.

For evaluation types that allow for a partial submittal, where the user does not need to mark every item as “Correct” or “Incorrect” in order to complete the evaluation, a “Submit” button will appear at the bottom of the screen in addition to a “Save” button.

For evaluation types that allow for a partial submittal, the Evaluation Status is automatically set using the following logic, in order of priority:

• The status is set to Completed when the user presses the “Submit” button when editing the evaluation items and the current status is New or In Progress. The current percentage complete does not matter.
• The status is set to Closed when the user presses the “Save” or “Submit” button when editing the evaluation items, every item is flagged as “Correct”, and the current status is New, In Progress, or Completed.
• The status is set to Completed when the user presses the “Save” or “Submit” button when editing the evaluation items, every item is flagged as “Correct” or “Updated”, and the current status is New, or In Progress.
• The Status is set to In Progress when the user presses “Save” button when editing the evaluation items, at least one item is flagged as “Correct” or “Updated”, and the current status is New.

An evaluation may only be reviewed if it is marked as Completed and it is not locked.

Review an Evaluation

The evaluation review feature allows those with appropriate security to review the results of an evaluation and immediately apply changes to asset records. Users must have a Security Role assigned with the Evaluation Review toggled to ‘On’.

For evaluation types that do not allow for a partial submittal, the Evaluation Review screen will only be available for the evaluation once every item within the evaluation is marked as either ‘Correct’ or ‘Incorrect’ and the percentage completion reaches 100%.

For evaluation types that allow for a partial submittal, the Evaluation Review screen will only be available for the evaluation once the evaluation is submitted.

On the Evaluation Review screen, please mark each evaluation change as approved or rejected. Changes cannot be saved until all items have been reviewed. Click the save button to apply database changes for approved items immediately. Saving will set the evaluation status to ‘Closed’ and locks the evaluation. The evaluation details page will display the approved or rejected status for all identified changes.

• Create Follow-up Evaluation: Toggle on to create a new evaluation for the assignee(s) that contains just the rejected items. The reviewer will also be assigned to the new evaluation by default.
• Send Rejection Email: Toggle on to send an email to the assignee(s) to let them know that items were rejected. The reviewer will also receive the email by default. 
• Rejection Email Comments: Add comments to the rejection email explaining why the items were rejected and what you need for acceptance. 

Please note that changes to the asset type are not allowed via the evaluation approval process, and changes to any items that are updated via an integration to an external database may be overwritten.

Lock or unlock an evaluation

A locked evaluation allows users with appropriate access to view the evaluation details, while users with appropriate access can both view and edit an unlocked evaluation. 

1. Locate the evaluation record and select the View/Edit button for the desired evaluation.
2. Toggle the “Lock” or “Unlock” button in the Details section.

Manage evaluations

1. Expand the “Evaluations” menu on the sidebar navigation.
2. Select one of the list options:
   • “My Evaluations” will display all the active evaluations assigned to you.
   • “Search” will allow you to populate the data filter fields where applicable, or leave blank to view all evaluation records. Select “Search Data” upon completion to view results.
3. To the right of each record, under the Actions menu, you may:
   • View detailed information or edit the evaluation.
   • Open the evaluation in the explorer view.
   • Delete this evaluation and all associated data.
     • Consider changing the status of an evaluation instead of deleting it if the data may be needed in the future.