Get started with Observations

Who can use Observations?

You'll find Observations under Field on the top main navigation menu. All users in the project-owning organization can view observations for their organization, but only users with permission can add and manage them. Observations is also available in Oracle Aconex Mobile.

Roles in Observations

Permissions in Observations are provided to each user by assigning them a role in the Field directory. These permissions apply across all observations in the user's organization. 

Only a Field Project Administrator can assign an observations role.

There are three roles in Observations:

• Observer: View observations.
• Inspector: View, create, edit observations. Can close observations they created.
• Inspector Administrator:  Has the same permission as an Inspector plus the ability to close any observation.

How does Observations work?

1. An Inspector walks through the jobsite to capture risks and positive observations using the mobile app.
2. They add photos and documents to the observation as required.
3. Risk observations can be assigned to a user in their organization for action. A risk score is calculated based on the severity and frequency. The risk score determines the default due date.
4. Positive observations are helpful to keep a record of good safety practice. 
5. A subcontractor can be selected as a visual record of the responsible subcontractor for the observation.
6. Inspectors close observations as required.
7. Anyone in the organization with access to observations can view and export them to PDF. 

Initial set up

There's a few things that need to be configured before you can use Observations on your project.

1. The Field Project Administrator assigns the observations role to their users in Field. They can also add new users and assign them the required observations role. 
2. Add areas and sub areas to Field (if not already present). These are the locations where you'll capture your observations.
3. (Optional) If you want to tag your observations with a subcontractor, you'll first need to import your list of subcontractors using an API. See Populate the subcontractor list

Populate the subcontractor list

The subcontractor tag is an optional visual field for your reference in each observation. It is not connected to an Aconex organization record. 

1. Import your list of subcontractors using the Sync Subcontractor API in the Field API developer guide.
2. From the Aconex top navigation menu, click Setup and select Project Settings.
3. Click Observations and select Subcontractors.
4. Click Add.
5. The dropdown list includes all subcontractors you imported with the API. Select those that you want to use for Observations and click Add.
6. You can now select a subcontractor when creating or editing an observation.