Creating Issues

Creating a New Issue

Creating issues in the system is a straightforward process that involves filling out a comprehensive form with all necessary information. Follow these steps to create a new issue effectively.

Step 1: Open the Create Issue Form

1. Click the "Create Issue" button in the top-right corner of the Issues page
2. A form will appear with all required fields and optional sections
3. The form is organized into logical sections for easy completion

Step 2: Fill in Basic Information

Start by providing the essential information about the issue:

• Title: Enter a descriptive title for the issue that clearly identifies the problem
• Description: Provide a detailed description of the issue, including what happened, when it occurred, and any relevant context
• Issue Category: Select the appropriate issue category from the dropdown menu
• Priority: Intentionally Priority is set to Low
• Site: Select the site where the issue occurred from the available options
• Resource: Link to the affected resource (optional) if the issue is related to a specific resource
• Location: Specify the exact location within the site where the issue occurred
• Date Occurred: Set the date and time when the issue was first identified
• Due Date: Set a target resolution date for the issue

Step 3: Configure Advanced Settings

Configure additional settings to ensure proper assignment and tracking:

• Assignee: Assign users or user groups to handle the issue resolution
• Custom Fields: Fill in category-specific custom fields that appear based on your selected category
• Attachments: Upload relevant files, images, or documents that provide additional context
• Coordinates: Set GPS coordinates for location tracking if precise location data is available

Step 4: Save the Issue

1. Review all entered information for accuracy and completeness
2. Click "Save" to create the issue
3. The issue will be assigned a unique series number for tracking
4. Notifications will be sent to assigned users and relevant stakeholders

Issue Form Components

The issue creation form is designed to capture comprehensive information while maintaining ease of use.

Required Fields

• Title: Must be descriptive and specific to the issue
• Description: Detailed explanation of the issue and its impact
• Category: Must select an appropriate issue category
• Priority: Must specify the priority level
• Site: Must identify the site where the issue occurred
• Date Occurred: Must specify when the issue was identified

Optional Fields

• Resource: Link to specific affected resources
• Location: Specific location details within the site
• Due Date: Target resolution timeline
• Assignee: Manual assignment of users or groups
• Attachments: Supporting files and documentation
• Coordinates: GPS location data

Category-Specific Custom Fields

Different issue categories may have specific custom fields that appear based on your selection. These fields help capture category-relevant information for better issue management.

Custom Field Types

• Text Fields: Free-form text input for additional details
• Number Fields: Numeric values for measurements or quantities
• Date Fields: Date and time information for scheduling
• Multiple Choice: Predefined options for standardized responses

Field Validation

• Required Fields: Must be completed before saving
• Format Validation: Ensures data is in the correct format
• Default Values: Pre-filled values for common scenarios
• Field Ordering: Logical arrangement of fields for easy completion

Best Practices for Issue Creation

Follow these best practices to create effective and actionable issues:

Writing Effective Titles

• Use clear, descriptive language that identifies the problem
• Include relevant keywords for easy searching
• Keep titles concise but informative
• Avoid technical jargon unless necessary

Writing Comprehensive Descriptions

• Provide detailed context about what happened
• Include when and where the issue occurred
• Describe the impact on operations or safety
• Mention any immediate actions taken
• Include relevant background information

Selecting Appropriate Categories

• Choose the most specific category that matches the issue
• Review category descriptions to ensure proper classification
• Consider the impact and scope when selecting categories
• Use subcategories when available for better organization

Setting Priority Levels

• Low: Minor issues with minimal impact on operations
• Medium: Issues that affect some operations but are not critical
• High: Significant issues that impact multiple operations

Issue Creation Workflow

Understanding the workflow helps ensure issues are created efficiently and effectively.

Pre-Creation Checklist

1. Gather all relevant information about the issue
2. Identify the appropriate category and priority level
3. Determine who should be assigned to handle the issue
4. Collect any supporting documentation or images
5. Verify the location and site information

Post-Creation Actions

1. Review the created issue for accuracy
2. Monitor assignment notifications and responses
3. Update the issue with additional information as needed
4. Track progress through the issue management system
5. Follow up with assignees if necessary

Troubleshooting Common Issues

Here are solutions to common problems encountered during issue creation:

Form Validation Errors

• Required Fields: Ensure all required fields are completed
• Format Issues: Check that dates, numbers, and other fields are in the correct format
• Character Limits: Ensure text fields don't exceed maximum character limits
• File Size: Verify that attachments are within size limits

Category Selection Issues

• No Categories Available: Contact your administrator to set up issue categories
• Custom Fields Not Appearing: Ensure the category is properly configured with custom fields
• Category Permissions: Verify you have permission to create issues in the selected category