Field Observations
Report conditions and suggestions without creating a work order
4 min read
Field Observations let anyone — employees, tenants, or guests — report a condition, a suggestion, or an early warning without requesting work. They are information for the Facility Manager to review, not work orders, so the maintenance team stays aware of field conditions without unnecessary workload.
When to use an observation
- You noticed something worth flagging, but you are not requesting a repair
- A potential risk or safety concern you want on record
- A suggestion or improvement idea
- Something to keep an eye on over time
Submitting an observation
- In the app: go to Requests, click New Request, and set Type to “Observation (information only)”. (Or, from a public QR-code scan, choose “Report an observation”.)
- Pick an observation type: For information, Needs inspection, Needs attention, or Potential risk
- Add a short description, an optional photo, and a severity (Low, Medium, High)
- Submit — in the app it is saved to Requests; from a public scan no account is required
Observation types
- For information — FYI only, no action expected
- Needs inspection — someone should take a look
- Needs attention — a review is recommended
- Potential risk — flag a possible hazard
What the Facility Manager can do
- Acknowledge — mark it as reviewed, with no work order
- Convert to Work Order — escalate it to maintenance execution
- Close — log it for the record
- Decline — dismiss it with a reason
Tip
An observation never creates a work order automatically. A work order is created only if the Facility Manager chooses "Convert to Work Order".
Observation vs. request
A normal request asks for work and is expected to become a work order. An observation is information only — it keeps the Facility Manager aware without adding to the technicians' workload.
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