This new functionality allows users to identify, report, and resolve issues efficiently and in real-time, resulting in more effective management of critical situations before they escalate into major problems.

📌 Benefits of the Issue functionality:

Early identification of issues: Users can identify and report issues instantly, enabling managers and supervisors to quickly address issues before they escalate.
Assignment of responsibility: Issues can be assigned to specific team members, ensuring that the right people are responsible for their resolution.
Progress tracking: Users can track the progress of issues and receive real-time updates on their status.
Efficiency improvement: Allowing users to address issues in a timely manner.

📌 Use cases where I can use Issues:

Workplace Safety Inspections
Quality Audits in Food Production
Building Maintenance Inspections
Vehicle Safety Inspections
Compliance Inspections in the Healthcare Sector
Compliance Audits in the Financial Industry

📌 Issue Creation Process

In this version, issues can only be created from a checklist-type question either through the mobile application or from the web.

- Issue Roles:

Creator: The user who initiates the issue and can self-select as responsible if they wish to have permissions to edit it.
Responsible: The person in charge of closing the issue and the only one with permissions to edit it.
Participant: Any user necessary to achieve the objectives of the issue, added at the time of its creation.

If you have administration permissions or are the main administrator, you will have the ability to edit and view all existing issues in your account. However, to receive notifications about these issues, it is necessary to add yourself as responsible or participant. This way, you will be aware of changes and updates related to the issues in your account.

To create an issue, you select the "+ Create Issue" button. Next, the following required fields will appear:

Type of Issue: You must select the desired type of issue. By default, "Maintenance," "Inspection," and "Other" are available.
Name: title or identifier of the issue, providing a quick reference to the problem or situation being addressed.
Description: provides additional details about the issue, including its context, potential causes, and any relevant information that helps understand and resolve it effectively.
Assignee(s): the individuals designated to close the issue and are the only ones authorized to edit its information. These individuals are responsible for ensuring that the issue is handled properly and resolved within the established timeframe.
Due date: deadline for completing the issue.
Priority: defines the importance and level of urgency of the issue. It is classified as low, medium, high, and critical:

and optional fields:

Location: allows specifying the place where the issue was identified or occurred, providing additional context for its resolution (List of Locations)
Participants: additional users necessary to address and resolve the issue. These users are added at the time of issue creation and can play specific roles in its resolution.

Subsequently, you can enter from the Issues option to view it there, you can:

Chat: allows users involved in the issue to communicate directly within the platform, discussing details, sharing relevant information, or coordinating actions for its resolution. It is possible to attach images using the + button, as shown below on the web:

You can also do this from the app, using the phone’s gallery or camera:
View details: access a detailed view of the issue, including its name, description, responsible parties, due date, priority, and any other relevant data.
Edit the issue: modify the fields of the issue.
Modify the status: change the status of the issue, which can be defined as open, in progress, paused, or completed, according to its progress and current situation. This function helps maintain a clear track of the issue's status and evolution.

From the web platform, it is also possible to create the issue following the same steps. Additionally, you can view the form from which the issue originated and export the PDF with the summary of the issue generated.

Furthermore, it is important to highlight that you can create as many issues as there are items in your checklist-type question. This allows for exhaustive and detailed management of identified problems, ensuring that each aspect is addressed individually and efficiently.

📌 Types of Issues

When you are in the issues tab, you have the option to select the "Settings" button. By doing so, you will be redirected to a page where you can configure the types of issues.

Predefined Types of Issues

Viewing Types of Issues: Users with editing and admin permissions can view predefined types of issues when accessing the settings screen.
Editing Types of Issues: If you have editing and admin permissions, you can edit the existing types of issues.
Creating New Types of Issues: Users with the appropriate permissions can also create new types of issues.

Creating New Types of Issues

When selecting "Create type," you can configure the following variables:

Name: Specify the name of the type of issue (mandatory field).
Responsible: You can add one or more people who will be responsible for closing the issue. Currently, you can only select individuals, not groups.
Location: Assign a location from the existing list.
Expiration Date: Define the number of days after the creation of the issue when it expires.
Priority: Define the importance and urgency level of the issue. It is classified as low, medium, high, and critical.
Forms: Add forms that must be completed by those who select this type of issue. You can only select one form at a time, and it is not yet possible to select entire folders of forms.

Required Information When Creating an Issue

When creating an issue, you must select the desired type. By default, "Maintenance," "Inspection," and "Other" are available.

Automatic Completion: When selecting a type of issue, associated information is automatically filled in and is not editable. If a field is empty, it can be edited.
Selecting "Other": If you do not select a type of issue, it will default to "Other," which means that you will not use the specific functionalities of the other types of issues.

📌 Export Findings

You can export findings individually in PDF format or export all findings to an Excel file.

Export a Finding to PDF

Navigate to the finding you want to export.
Click on the Export button as shown in the image:
The system will generate a PDF file with the details of the selected finding.

Export All Findings to Excel

Go to the Findings section.
Click on the Export button as shown in the image:
The system will generate an Excel file that will include the following data of all findings:
- Finding ID
- Finding Name
- Creation Date
- Closing Date
- Status
- Finding Type
- Creation Form Name
- Creation Form ID
- Finding Description
- Priority
- Responsible Parties
- Location
- Participants

📌 Integrations

- Google Sheets Integration

You can integrate Google Sheets to manage your issues. Follow these steps to perform the integration:

Go to the Issues section.
Click on the Integrations button.
Enter Google Sheets and create the spreadsheet where you want to receive the data(link to Google Sheets).
- Click Share > Add people and groups, and add "datascope-sheets@datascope-io.iam.gserviceaccount.com > with EDITOR permissions".
- Copy the shared link.
On the screen that appears, paste the shared link of your Google Sheets spreadsheet where the data will be stored..
Save the configuration.

The issues will be sent after the integration is completed. Previous issues will only be sent if they are still open and their status is updated.

- Webhooks

Follow these steps to configure the integration of issues in DataScope via Webhooks:

Access the Issues tab in DataScope.
Go to the Integrations section and select Webhooks.
Enter the URL where you want to receive the issue data.
Create a new issue and complete the corresponding fields.
You will receive the issue in JSON format, ready to be processed in any other platform.

This integration allows you to automate and customize the management of issues on other platforms, synchronizing your workflows and activating automated processes whenever an issue is created or edited in DataScope.

📌 Notifications

In this version, you will receive notifications 1 day and 1 hour before the issue's deadline, ensuring they are closed on time and resolved efficiently.

You will also receive emails when:

The user has created an issue.
The user is assigned as responsible.
The user is a participant in the issue.

📌 Frequently Asked Questions:

Can I create an issue without an internet connection?
Yes, it is possible to create the issue, but an internet connection is required for it to be visible on the web and by other users.
Can I create an issue by modifying a form?
No, it can only be created at the moment the form is being filled out.
Do I need to complete the form to create the issue?
No, it is not necessary to complete it. However, the difference is that the form associated with the issue won’t appear at the start.
What permissions do I need to edit or create types of issues?
You need editing and admin permissions to edit or create types of issues on the platform.
Can I assign multiple people to a type of issue?
Yes, you can add more than one responsible person, but you must select them one by one. Currently, it is not possible to assign user groups.
What happens if I don’t select a type of issue when creating one?
If you don’t select a type of issue, it will automatically be assigned as "Other," and predefined settings for other types of issues won’t be applied.
How is the expiration date of an issue determined?
The expiration date is set based on the number of days after the creation of the issue, as defined in the type configuration.
Can I assign more than one form to a type of issue?
For now, you can only select one form at a time to assign to a type of issue. It is not possible to select entire folders of forms.
How are forms associated with a type of issue notified?
The assigned form is sent in the chat as a clickable button that redirects you to the form page. Once completed, the response will be sent in the chat as a clickable button.
What happens to reports when I edit or delete a type of issue?
- Edit type of issue:
  PDF and Excel: The new name is updated.
  Google Sheets: The name is not updated; it remains the old one.
- Delete type of issue:
  PDF and Excel: It appears as "Other."
  Google Sheets: The deleted name remains.
  Note: Changes in Google Sheets do not propagate automatically due to technical limitations of Google.

Datascope's Issue functionality offers a comprehensive solution for identifying, managing, and resolving problems in various work contexts, improving efficiency, and promoting a culture of continuous improvement.