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.
📌 Availability depending on your plan
Access to the Issues module depends on the account's plan:
Plan | Access to Issues |
Professional and Enterprise | Full access |
Free and Starter | A free 30-day trial, which you activate yourself from the Issues screen. During the trial, you'll see a counter with the days remaining |
📌 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, select Create + and then Create issue. You can also use the Create issue button at the top of the platform. The Create issue panel opens, with two sections.
Required information
Issue type: you must select the desired Issue type. By default, "Maintenance", "Inspection", and "Other" are available.
Title *: the Issue's name, which gives a quick reference about the problem or situation. The field asks you to describe the problem in a few words.
Description *: additional details about the Issue, including its context, potential causes, and any relevant information that helps understand and resolve it effectively. If it includes a URL, the link will be clickable directly from the web and the mobile app.
Evidence: you can attach up to 10 images when creating the Issue. They'll appear in the Issue's chat as evidence from the start. If the Issue type requires evidence, you won't be able to create it without attaching at least one image. If the Issue was created from a checklist question that contained images, they're included automatically and can't be deleted.
Asset: if you have the Assets module enabled, you can associate an asset directly with the Issue (equipment, vehicle, facility, etc.), leaving centralized traceability. By default, it shows No asset.
Assignee(s) *: the people designated to close the Issue. They're the only ones authorized to edit its information and are responsible for making sure it's resolved within the established deadline.
Due date: the deadline date and time to finish the Issue. If the Issue type has deadlines by priority, the system calculates it automatically.
Priority *: defines the Issue's importance and level of urgency: Low, Medium, High, or Critical. By default, it shows Medium. If the Issue type has a default priority, you won't be able to change it.
Optional information
Location: lets you specify the place where the Issue was identified or occurred, providing additional context for resolving it.
Invite participants: the additional users needed to address and resolve the Issue. They're added when the Issue is created and can play specific roles in resolving it.
Fields marked with an asterisk (*) are mandatory.
If the Issue type has custom fields, they'll also appear when creating and editing the Issue. To learn more, see the section Custom fields by Issue type.
Option selected from a checklist
When an Issue originates from a checklist-type answer, the option that was selected is now shown (for example: Bad / Good / Fair), in addition to the originating question. This makes it easier to understand the Issue's context without having to review the entire form.
From the mobile app
From the app, you can create an Issue from anywhere by selecting the ⚠️ icon, allowing operators to report and record Issues quickly and efficiently.
From the web platform
You can also create the Issue from the web with Create + > Create issue, or with the Create issue button at the top. Additionally, you'll be able to see the form where the Issue originated and export the PDF with the generated summary.
Inside each Issue you can
Chat: it lets the users involved in the Issue communicate directly within the platform, discussing details, sharing relevant information, or coordinating actions to resolve it. You can attach images with the + button, both from the web and from the app, using the phone's gallery or camera.
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.
Submit form and submit form response: it is possible to attach forms and their responses directly to specific issues within the platform. This enhancement allows linking completed or requested forms at any stage of an issue's workflow, providing greater flexibility, efficiency, and traceability in managing issues.
Edit the issue: modify the fields of the issue.
Change the status: change the Issue's status, which can be defined as open, in progress, stopped, or finished, depending on its progress and current situation. This feature helps keep a clear track of the Issue's status and evolution.
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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.
Closing an Issue with evidence
When finishing an Issue, you can record the before and after with photos, so whoever reviews it can see proof that the work was done. When you finish the Issue, three steps appear:
Before and after: you choose the "Before" photo from those the Issue already has. The "After" photo, you choose it, take it with the camera, or upload it from the computer or the phone.
Verification: the two photos are overlaid with a slider to compare them.
Final comment: you write what status the Issue was left in.
Requiring closing evidence by Issue type
In the Issue type's setup, there are two options:
Closing image: it requires uploading at least one image when closing the Issue.
Closing comment: it requires writing a comment when closing the Issue.
Where is the record kept?
In the Issue's chat, as a block with the two photos and who closed it.
In the Issue's PDF.
In the Excel export and in Google Sheets, with the Imagen de Cierre and Comentario de Cierre columns (closing image and closing comment).
Offline: in the app, you can close the Issue without a signal. The photo uploads on its own when the connection returns, so you don't have to wait in the field.
📌 Mandatory Issues
The Mandatory Issues feature lets you set up certain items of a question in your checklist so that they generate an Issue mandatorily if a specific alternative is selected.
How does it work?
This option is set up from the checklist question's advanced option. To activate it, follow these steps:
In the checklist-type question, go to the Advanced Options option.
Click the Comment option to activate it.
Once it's activated, you'll be able to define which alternatives must generate a mandatory Issue.
Select which of the alternatives (for example: "Bad", "Fair", "Good") will require raising an Issue if the user chooses them.
When the user selects "Bad", it will be mandatory to create an Issue before continuing with the form. This ensures that any critical situation or one that requires follow-up is recorded immediately and doesn't go unnoticed.
📌 Issue types
From the Issues tab, select the Settings button to access the types setup. You can also create a type with Create + > Create issue type.
In the Issue types list, you'll see your account's types, each with the Edit and Delete actions. To create a new one, select Create type +.
Permissions for Issue types
Viewing Issue types: users with edit and administrator permissions can see the preconfigured Issue types when they enter the settings screen.
Editing Issue types: if you have edit and administrator permissions, you can edit the preexisting Issue types.
Creating new Issue types: users with the appropriate permissions can also create new Issue types.
Creating new Issue types
When you select Create type, the Create Issue Type screen opens, with these sections:
Name *: the Issue type's name.
Assignee (Assign to): you can add one or more assignees, who will be in charge of closing the Issue. Currently, you can only choose assignees individually, not in groups. If you don't assign a assignee, whoever creates the Issue will be able to do it from the app.
Location: assign a location from the existing list.
Assets: define which asset types and which specific assets will be available when creating an Issue of this type. This setting controls the options in the asset selector.
Mandatory requirements:
Due date: the number of days until due is set for each level: Low, Medium, High, and Critical. When an Issue of that type is created, the system automatically calculates the due date based on the priority selected at the time of creation.
Evidence: if turned on, the user won't be able to create the Issue without attaching at least one image.
Closing image and Closing comment: they require an image and a comment when closing the Issue.
Location and Asset: they require these fields when creating the Issue.
Priority: defines the Issue's importance and level of urgency. It's classified as low, medium, high, and critical.
Custom fields: define additional fields that will appear when creating Issues of this type, with Add field +.
Forms: assign predefined forms to be answered by the people who will participate in the Issue, with + Add form. You can only choose forms one at a time, selecting form folders isn't allowed yet.
When you finish, select Save. To leave without saving, select Cancel.
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.
📌 Custom fields by Issue type
Each Issue type can have its own fields, to record data specific to your operation, such as the responsible area, the contractor, the discipline, or the unmet requirement. That way you don't have to write them in the description or in a separate spreadsheet.
How are they set up?
On the Create Issue Type screen, or when editing a type, go to the Add custom fields section. There you can define additional fields that will appear when creating Issues of this type.
Select Add field +.
Write the field's name, for example Urgency.
Choose the field type: Text, Number, Date, Dropdown list (based on one of your account's data lists), or File.
If you want, write a Description to guide whoever completes the field.
If the data must always be completed, turn on Required field.
To reorder the fields, drag them with the dots icon on the left. To remove one, use the trash icon.
Select Save.
Where do they appear?
When creating and editing the Issue, on the web and in the app, even without a signal. Required fields don't let you save if they're missing.
In the Issue's detail and in its PDF.
In the list's filters: you can filter by Issue type and by Custom field. If you choose only the field, the list shows the Issues that have it answered.
In downloads: the Excel and Google Sheets keep the main sheet the same and add one sheet per type, with the Issue's ID and its fields.
📌 Assets in Issues
If you have the Assets module enabled, you can associate an asset directly when creating or editing an Issue. This lets you link incidents, failures, or findings with the corresponding asset in a traceable and centralized way.
Asset selector
It lets you select a single asset per Issue.
It includes search by name or code of the asset.
Results appear sorted by asset type.
The behavior varies depending on the Issue type:
If the Issue has no type, the user can select any asset they have permission for.
If the Issue has a type, only the assets configured for that type in Issue types will appear.
Traceability
The associated asset is recorded in the Issue's history and is reflected in the exports:
PDF: the linked asset is shown (if it has no asset, the field isn't included).
Excel / Google Sheets: the Activo and ID del activo (código) columns are added (asset and asset ID, code).
📌 List, search, and filters
On the web platform
Issues are shown in two tabs, In Progress and Closed, each with its count. Each card shows the title, the ID, who created it, the assignees, the type, the description, the status, the priority, and the due date, with a View details link.
If you're an administrator, the screen tells you: You will be able to see all issues, but to receive updates you must assign yourself as assignee or participant. Each Issue's chat opens as a side panel. You can move between Issues and close the panel with the keyboard arrows.
Search and list loading
Search: the search bar finds matches in the Issue's name, description, author, and ID, and also in the content of the form where it originated.
Progressive loading: the list shows Issues 25 at a time as you scroll down, with the filters already applied.
Automatic updating: when someone else modifies an Issue, the list updates on its own in a few seconds, without reloading the page. A change may take a few seconds to appear.
Totals: the tabs, the Issues card in the Summary, the charts, the dashboards, and the assistant show the actual total of Issues, not counting deleted ones.
Limit per search: each search shows up to 2,500 Issues. If there are more, the list asks you to refine the search or the filters. The counters always show the actual total.
Search by ID: to search by ID, you must paste the full ID.
Accents and typos: the search doesn't tolerate them. Write the text exactly as it appears.
Incidents column in the answers: it links only Issues you can open. It never shows deleted Issues.
Filters
There are filters in both the In Progress tab and the Closed tab. The available filters are:
Date
Asset
Location
Form
Status
Priority
Assignee
Creator
Type
If your Issue types have custom fields, you can also filter by Custom field.
Filters are saved in the URL, so you can copy and share the link with the filters already applied. When you apply filters, the Clear filters button appears, along with an icon to copy the link.
In the mobile app
There are filters for assignee, creator, and asset.
📌 Exporting Issues
You can export Issues individually in PDF format, or export all Issues to an Excel file.
Export an Issue as a PDF
Go to the Issue you want to export.
Click the Export button.
The system will generate a PDF file with the selected Issue's details.
Export all Issues to Excel
Go to the Issues section.
Apply the filters and the search you need.
Click the Excel button.
The system will generate an Excel file with the Issues that are filtered on screen.
📌 Important: the Excel respects the filters you have applied (date, status, priority, assignee, creator, location, asset, and form) and the active text search.
The Excel includes this data for each Issue:
Issue ID
Issue name
Creator user
Creation date
Closing date
Status
Issue type
Name of the creation form
ID of the creation form
Link to the originating form's PDF
Issue description
Priority
Assignees
Location
Participants
Asset and asset ID (code)
Imagen de Cierre and Comentario de Cierre (closing image and closing comment)
If your Issue types have custom fields, the Excel adds one sheet per type, with the Issue's ID and its fields.
📌 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.
Zapier, Power Automate, and API
Zapier, Power Automate, and the API go through all the account's Issues and don't return deleted Issues. A deleted Issue doesn't trigger automations.
📌 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
Why can't I see the Issues module? The module is available on the Professional and Enterprise plans. Accounts on the Free or Starter plan can activate a 30-day trial from the Issues screen. When the trial ends, a screen with the plans is shown.
What happens to my Issues if my account doesn't have access to the module? They aren't deleted. You stop seeing them, and you get them all back when you move to a Professional or Enterprise plan, including those created during the trial.
Is it possible to create an Issue without an internet connection? Yes, it's possible to create the Issue. However, an internet connection is needed for it to be visible from the web and to other users.
Can I close an Issue without a connection? Yes, from the app. The closing photo uploads on its own when the connection returns
Is it possible to create an Issue when modifying a form? No, it can only be created while the form is being answered.
Do I need to finish the form to create the Issue? You don't need to finish it, although the difference is that the associated form where the Issue started won't appear.
What permissions do I need to edit or create Issue types? You need edit and administrator permissions to edit or create Issue types on the platform.
Can I assign multiple assignees to an Issue type? Yes, you can add more than one assignee, but you must select them one by one. Currently, it isn't possible to assign groups of users.
Why don't I receive notifications about an Issue if I can see it? As an administrator, you can see all Issues, but to receive notifications you must assign yourself as assignee or invite yourself as a participant.
Can I set a priority for an Issue type? Yes. In the Issue type, select a priority as the default. Whoever creates the Issue won't be able to change it, but will see its description.
What happens if I don't assign a assignee or a location when creating an Issue type? Whoever creates the Issue will be able to assign them from the app.
What happens if I don't select an Issue type when creating a new one? If you don't select an Issue type, it's automatically assigned as "Other", and the predefined settings for other Issue types won't apply.
Is it possible to delete an Issue? Yes, it's possible to delete it, but make sure before continuing, since it can't be recovered.
How is an Issue's due date determined? The due date is calculated from the priority selected when creating the Issue and the days configured for that priority in the corresponding Issue type. Each priority (Low, Medium, High, Critical) can have a different deadline within the same Issue type.
Can I assign more than one form to an Issue type? For now, you can only select one form at a time to assign it to an Issue type. It isn't possible to choose entire form folders.
How are the forms associated with an Issue type notified? The assigned form is sent to the chat as a clickable button that takes you to the form's page. Once it's completed, the answer will be sent in the chat as a clickable button.
What happens to the reports when I edit or delete an Issue type?
Editing an Issue type: in PDF and Excel, the new name is updated. In Google Sheets, the name isn't updated and the old one remains.
Deleting an Issue type: in PDF and Excel, it appears as "Other". In Google Sheets, it keeps the deleted name.
Note: changes in Google Sheets aren't propagated automatically due to technical limitations of Google.
What is the "Attach answers and forms to Issues" feature? It's a feature that lets you link forms and their answers directly to a specific Issue, enabling a complete workflow and speeding up resolution.
How can I attach a form to an Issue? From the Issue's page, select the option to add forms and choose one that has already been completed or request a new one.
How does the asset selector work in an Issue? You can search by name or code. If the Issue has a type configured, you'll only see the assets defined for that type. If it has no type, you'll see all the assets you have permission for. Only one asset can be selected per Issue.
Does the associated asset appear in the exports? Yes. In PDF, it appears as an additional field (only if there's an asset). In Excel and Google Sheets, the Activo and ID del activo (código) columns are added.
Can I add my own fields to an Issue? Yes. Each Issue type can have custom fields of text, number, date, dropdown list, and file. They're set up in the Issue type.
Do earlier Issues show the new custom fields? Yes, but empty. Custom fields aren't retroactive.
Can I require a photo or a comment when closing an Issue? Yes. In the Issue type's setup, turn on Closing image and Closing comment.
Can I search by what was answered in the form? Yes. The web search finds matches in the Issue's name and description, and also in the answers of the form where it originated.
Why does my search ask me to refine the filters? Each search shows up to 2,500 Issues. If there are more, refine the search or apply filters. The counters always show the actual total.
Why can't I find an Issue by its ID? To search by ID, you must paste the full ID. The search also doesn't tolerate typos or accents.
Does the Excel export respect the filters? Yes. The Excel includes only the Issues that are filtered on screen, according to the date, status, priority, assignee, creator, location, asset, form, and the text search.
Can I see a location's Issues in a single view? Yes. The Location summary tab, within each location's detail, includes an Issues block filtered by that location and its sub-locations.
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.