1. Get set up
You will shortly receive an invitation email from Proactively. Click the link to set your password
- The web portal is where information is viewed and managed. You can log into the web portal at any time by clicking on the login button on the www.proactively.io web site.
- The mobile app is used to send information into the system. It works anywhere, even offline. Download the Proactively app from App store or Google play (it is the squirrel icon). Use your email and password to link the app to your company.
Set up your password. Use it to log into your company web portal and the Proactively mobile app.
2. Use the mobile app to send a report
The app front page shows a list of forms. Swipe the screen up to see more. Choose one and click to open.
Notice the different question types:
- A star (astrix) is a required question. You must answer this to send the form.
- Questions with sensitive information, such as names, may be encrypted and only viewed by people with the key.
- Info: this gives guidance on how to answer the question
- Signature: turn the screen horizontal to give a bigger box, and sign using your finger.
When you press ‘send’ the data goes from the mobile app into the web portal. For security, data is not stored on the mobile phone. This means that you can give the app to your contractors knowing they can’t view sensitive information later.
To make changes to the information after you have sent the report, edit your report in the web portal (see later).
This is just a small selection of our standard forms, and you can easily customise and make your own, see below.
Open one of the forms. Answer the questions and press send.
3. Find your report in the Web Portal
Log into the web portal and open the reports tab (A) to see a list of all the reports. There are different ways to find your report:
- Click between the different pages and read the summary information
- Word search (B): This will filter for key words that are written in the text of the form. For example, search on names, locations, equipment or hazards.
- Filters (C): Use the drop down menus to filter on one or more of the following:
- Form types eg incident report
- Questions that were written in the form eg. location, weather
- Properties eg. reporter name, date report sent
Frequently used filters can be saved and will appear in the ‘my searches’ area (D)
Only open reports are shown in the reports list. To see a closed report, use the search bar (C) properties > report status = closed > search.
Find the report you sent.
4. Read the report
Click on your report to read the information.
If you wish to change any answers, use edit (A). Any changes are shown in the history tab (B).
To make a pdf of the report that you can print or email to share outside your company, export to PDF (C).
Encrypted questions contain sensitive information, such as names. For most people these will show as a row of stars (D). If you have permission to ‘view confidential information’ then click the eye to reveal it.
Click through the tabs on the left:
- Overview– to assign an owner, (probably the department manager if this is not you), set the priority, due date etc.
- Report – to re-read the report.
- Notes – to add details as the report is managed
- Actions – assign actions. This person will receive a link by email notification to give easy access
- History – shows every stage of processing for the report, so you can keep track of progress. It is also very useful for the audit process.
Click to open your report. Read it. Change one of the answers. Make a pdf and email it to yourself. Add a note. Open the history tab to see the changes made.
5. Take action
Is any action needed?
- If no, in the overview tab, change the report status to closed. You will see that the closed report has disappeared from the main reports list. To see it again filter on properties > report status > closed > search
- If yes, in the report action tab click to add an action, describe what needs to be done, assign someone, and set a due date. The assigned person receives a link by email. You can only assign actions to someone who is registered in the Proactively system.
Add an action and assign it to yourself. (Normally you assign to someone else, but do this for the trial)
You will receive an email notification. Click the email link which takes you directly back to the action screen.
Imagine that the action is done. Add a photo to prove this (it can be anything for this test!). Now close the action. Notice how the action status changes.
6. Close the report
The manager (report owner) checks all the actions are completed and the problems are solved before closing the report. He can see the action status move to closed and the photos as evidence they are done.
Open the report and in the overview tab:
- Make sure the cause of any problems is noted
- Close the report in the report > overview tab
Check all actions are complete and close the report.
7. Analyse results in the dashboard
The dashboard is probably the most important screen, and what you want to see first when you open the web portal. To make it your home screen:
- In the web portal, click on your initials in the top right hand corner and choose ‘Settings’
- On the left, choose ‘My Homepage’. Select ‘Dashboard’ from the dropdown menu then ‘Update Homepage’ button to save.
Information comes in real time into the dashboard. Look at the different dashboards available and notice how figures change as you send more information into the system.
The dashboard is ‘self serve’ so you can edit the dashboard and create new ones. Click the edit button (top right) to show which information is shown in each panel.
- Use the filter to show only the information you are interested in. It is recommended that you always filter by report type, as this will limit the number of questions that appear in the ‘questions’ drop down. Otherwise, you will see all the questions in the system.
- Panel type has different chart types eg. bar charts, pie charts, data by month
- Target will draw a horizontal line on the chart. The bar will change colour once this is achieved. This will help you quickly understand when KPIs are reached.
Export the dashboard as a pdf using the export function of your browser (eg. Chrome)
Make the dashboard appear as your home page.
View the dashboard graphs and understand what they mean.
Make a new graph with data from your report. In your report, find a question that uses check box or drop down. Firstly, show this data on a bar chart. Change the graph format from bar chart to a pie chart.
8. Invite your colleagues
Many people will want to send reports into the system, view information, be part of the work flows for example carrying out actions.
People with an ‘Owner’ permission can add new users into the system. In the web portal admin>users>invite user (A) and enter their work email address.
For each new user:
- Set permissions (B) which is what they are able to do
- Assign teams (C) to set what they can see. Only team members/ leaders will see the forms and reports in that team. Leaders receive notifications, members can see the forms, non members will not see any of this!
Invite a colleague into the system. Give them the correct permissions (B). Make them a member of the different teams. (C).
Notice how their name appears in the users list as ‘pending’ and this changes to ‘active’ when they set up a password to register.
9. Choose which email notifications you want to get
There can be a lot of emails! You only want to receive the notifications that are important to you. Customise this in the settings.
Click your initials in the top right corner and select settings. (A)
Choose notifications from the left hand menu (B) and tick the reports you wish to be notified about
Add advanced rules to filter so you see only the most important (C). This can use both ‘and’ and ‘or’ rules
Change your notification settings. In New Reports, choose one of the report types and untick the box. Now use the mobile app to send this report type. Notice that you will NOT receive the email notification.
Experiment with the advanced rules.
10 Change questions in the app
1. Find your form
In the ‘App Design’ tab open ‘Forms’ and select the form you wish to edit. It will now open in the drag and drop form builder.
2. Add a question
On the left (A) are the different question types. Select one and drag over to drop in the colourful App simulator (B).
Change the order of the questions by dragging the blue three line burger (C)
3. Edit the question
Click a question to open the edit screen. The edit options depend on the question type.
Start by changing the question text (A), and then press save (E)
B – The field name is where the answers to the question will be stored. Fields are used for filtering and in the dashboard.
C – Placeholder – this appears in the box where the answer is typed, and helps the reporter by giving an example of what answer is expected. The reporter will type over this.
D – Help text – will appear when the reporter clicks on the info button.
Remember to save any changes. (E)
4. View in the mobile app
Open the mobile app. Click the settings icon in the top right corner (a cog for Apple, three lines for Android). Choose the ‘refresh forms’ option.
Open the mobile form, and you will see the changes that you made.
Note: manual refresh is only needed as you are ‘playing’ with the app and making changes. It will refresh automatically when people open the app.
In the design tab > forms, find the form that you used earlier. Click to bring it into the drag and drop form builder. Now add a new question. For example, a dropdown question ‘what is the weather’ with options ‘rain, sun, wind’. Save the changes.
In your mobile app, use the settings cog top right to refresh the forms. Open the form and notice that the new question has appeared.
Go back to form builder and delete the question you just added. Check in the mobile app to confirm that it is done.
11. Limitations
This is a small trial system. You can do anything – send forms, make changes, invite colleagues. It is based on a small number of our forms, and there are many more available.
This advice on how to carry out a trial quickly describes the Proactively features. To learn more, please watch our ‘getting started‘ videos.
12. What next
To learn more about the system or ask any questions please get in touch : info@proactively.io
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