2022 September Updates

New in Toolbox

Updates released this month bring a new view to the Forms module so you can now view all the form responses, no matter where they are across your site. There are some new bulk actions in the Documents and Training modules, and some tweaks to the UI and to permissions. These changes are described in more detail below, along with a list of minor updates and bug fixes at the end of this article.

Forms get a new view to collect all responses in one place.

The Forms module in QSToolbox is used to augment existing content. You can create a Form with custom fields, and then use it to structure the data you collect when you're adding records to the system, e.g., supplier evaluation questions on a contact record, or 5-why root cause analysis in the corrective action for an Issue, or pre-start inspection fields in an asset record. Read more about Forms.

Previously you could only see the form data in the record where you'd used the form.

Now you can see all of the places the form has been used, collected in one place on the 'Submissions' tab and export the data from there as well. (more on accessing form data)

EMAIL RECORDS INTO TOOLBOX

It's possible to add certain records to QSToolbox by email. Some clients use this capability for capturing paper records directly in to QST from a suitable scanner, or to forward an email with an attached report. Each destination gets a unique address and we need to configure your site to accept incoming emails, so please get in touch to get this going for you.

More bulk actions

Organise (or re-organise) your documents and other content in QST faster using a new bulk action to change the Type - Document Type, Issue Type, Asset Type, etc. In the Training module, there are new bulk actions to assign multiple Employees to a Group or to a Job. (how to use bulk actions)

Activity feed email - highlights new assigned content

We heard that people assigned Tasks and other content with far future due dates weren't always aware of them before those assignments appeared on the worklist. Rather than have a separate notification email, we've added a top section to the Activity Feed to show items "Recently assigned to me".

Remember that you can change the frequency of these emails in your profile preferences - instantly, hourly, daily, weekly. Look for the profile icon up in the top right.

If you're seeing activity emails for stuff you're not interested in, go in to QST and 

Results per page, and keyboard shortcuts.

If you prefer to scroll down rather than page through a list of results, you can increase the number of items you want to see on each page. Look at the bottom right on any list view for "results per page". Your choice will apply to all your list views (for that browser & device).

To turn the pages of your search results, you can use the left and right keyboard arrows to view the previous or next page. There are also keyboard shortcuts to switch modules - just type the first two letters of the module, reasonably quickly, i.e.,

• to go to the Documents module, type 'do' (without the ' ' )
• for Issues, type 'is'
• for Assets, type 'as'
• etc.
• and the same for calendar, worklist, and search. 

Add corrective actions via the progress bar in Issues & Incidents

We've turned the action categories in the progress bar into links that jump straight to the form for adding a new action, with the category preselected. Time to report your 'Investigate the root cause' action?Just click on 'investigate' in the progress bar! 

Minor changes and bug fixes

• Who reported (created) an Issue or an Incident is now shown on the list view
• Labels for employee phone numbers in the training module are more clear on which one is shown on the list view and which one stays hidden.
• When a document is approved you can choose to have no due date - use 'clear' in the date picker
• Reversed the sort for comments so it's new to old, and the add comment box is always at the top. 
• Line feeds are preserved in comments and document revision note.
• Search issues & incidents with a custom date range - choose 'custom', then choose the start and end dates
• 'Show all' tab in forms now does show all. Default is 'released' forms
• Removed question numbers from static (instruction) form fields
• Form signature field displays correctly in all views.
• Form 'module' field excludes inactive content from selection list.
• Link text for the primary content is now bold text - i.e. in a list of training records the link to view the record is in bold, while a link to the employee or the competency is not bold.
• Permission to edit a task stays with the creator if there's no assignee. 

Permissions for 'module_manager' users now align more closely with 'Staff' users:

• Users in the relevant 'module_manager' group can edit, delete, undelete Tasks in that module - same as a user in the 'Staff' group.
• Users in the 'Staff' and 'Document_manager' groups can release a document regardless of whether they are the nominated approver. 
• (see more on permissions)