Defects

Before you begin

⚠️ Important: Before you can create defects, your system administrator must configure the following in Account Settings:

Required configuration

Defect error codes
- Navigate to Account Settings → Defects → Error Codes
- Create at least one error code (e.g., "Hydraulic Leak", "Electrical Fault", "Structural Damage")
- Error codes are required when creating defects
Defect categories
- Navigate to Account Settings → Defects → Categories
- Create categories to classify defects (e.g., "Mechanical", "Electrical", "Safety")
- Categories are required when creating defects
Defect priorities
- Navigate to Account Settings → Defects → Priorities
- Set up priority levels (P1-P4) with resolution times
- Each priority should specify:
  - Name (e.g., "P1 - Critical")
  - Resolution time (e.g., 4 hours, 24 hours, 7 days)
  - Time unit (hours, days, weeks)
- Priorities are required when creating defects
Defect types (Optional)
- Navigate to Account Settings → Defects → Types
- Create simplified types if needed (e.g., "Cosmetic", "Functional")
- Types are optional for defect creation

What happens if settings aren't configured?

❌ Defect creation form will show empty dropdowns
❌ You won't be able to save defects (missing required fields)
❌ Users will see error message: "Please contact administrator to configure defect settings"

Who can configure settings?

Users with "Manage Company Settings" permission
Typically system administrators or managers

💡 Quick check: Go to Defects → New Defect. If you see populated dropdowns for Error Code, Category, and Priority, you're ready to go!

What are defects?

Defects are issues or problems discovered with equipment, systems, or facilities during inspections or work execution. The Defects feature allows you to:

Report problems found during inspections
Track the status of reported issues
Approve or reject defect reports
Link defects to work orders for repair
Attach photos and documentation
Monitor resolution progress

Key concepts

Defect properties

Field	Description
Name	Short title of the defect (e.g., "Hydraulic seal leak")
Description	Detailed explanation of the problem
Status	Current stage: In Backlog, Approved, Released to Work Order, or Closed
Priority	Urgency level (P1-Critical, P2-High, P3-Medium, P4-Low) with automatic resolution deadline
Category	Type of defect (Mechanical, Electrical, Safety, etc.)
Error Code	Specific problem classification (e.g., "Hydraulic Leak")
Location	Where the defect was found (Site, Asset, Component, etc.)
Reported By	Person who discovered the defect
Causing Downtime	Checkbox if defect stops operations
Hazardous	Safety flag for dangerous conditions
Action	What to do next: No Action, Create Work Order, or Link to Existing Work Order

Defect statuses

In Backlog: Newly reported, awaiting approval
Approved: Confirmed by supervisor, ready for action
Released to Work Order: Linked to repair work order
Closed: Issue resolved

Priorities & resolution times

When you select a priority, the system automatically calculates a resolution deadline:

Priority	Resolution Time	Example
P1 - Critical	4 hours	Safety issues, complete downtime
P2 - High	24 hours	Major equipment malfunction
P3 - Medium	7 days	Minor issues affecting efficiency
P4 - Low	30 days	Cosmetic or non-urgent problems

⚠️ Warning indicators appear when defects approach or pass their resolution deadline.

How to register a defect

Method 1: From a checklist (Most common)

While completing a checklist step, click the 🏴 Defect button
Fill in the defect details:
- Name and Description (required)
- Select Error Code (required)
- Choose Category and Type
- Set Priority (sets automatic deadline)
- Choose Location (pre-filled from work order context)
- Add Photos/Documents if needed
- Mark Causing Downtime or Hazardous if applicable
Select Notified Users who should approve the defect
Choose Action:
- No Action - Just documenting the issue
- Create Work Order - System will create a repair order automatically
- Link Work Order - Connect to an existing work order
Click Save

Method 2: From defects overview

Navigate to Defects → Overview
Click New Defect button
Follow steps 2-5 above

Approval workflow

Who can approve?

Users listed in the Notified Users field
Users with "Manage Defect" permissions

How to approve a defect

Open the defect from your Notifications or Defects Overview
Review the details, photos, and proposed action
Click Approve or Reject
- If rejecting, add a Rejection Remark explaining why
Status updates automatically:
- Approved → Defect moves to "Approved" status
- Rejected → Returns to "In Backlog" with your comments

Linking to work orders

Create work order from defect

When you select Action: Create Work Order:

Defect is saved with status Released to Work Order
System automatically creates a new work order with:
- Same location (site/asset/component)
- Defect description copied to work order
- Priority level matched
- Photos/attachments included
You receive a notification when the work order is created

Link to existing work order

If repair work is already scheduled:

Select Action: Link Work Order
Choose from dropdown of existing work orders
Defect status changes to Released to Work Order
Work order shows linked defect in its details

Notifications

When you receive notifications

🔔 New defect assigned to you for approval
🔔 Defect you reported is approved/rejected
🔔 Work order created from your defect

Notification actions

Click the notification to:

Open the defect directly
View approval status
See who approved/rejected and when

Search & filters

Finding defects

From Defects → Overview, you can:

Search by name, description, or error code
Filter by Status: In Backlog, Approved, Released, Closed
Filter by Priority: P1, P2, P3, P4
Filter by Category: Mechanical, Electrical, Safety, etc.
Filter by Location: Site, Asset, Component
Filter by Date: Reported date range
Filter by Assigned User: Your defects, team defects, or all

Sorting

Sort defects by:

Resolution Deadline (soonest first)
Priority (highest first)
Status
Created Date (newest/oldest)