This article is applicable only to organisations who have subscribed to the Vault Check product.
Contact your Vault Account Manager to have Vault Check activated. Download the app to mobile devices by searching for Vault Check in either Google Playstore or the App Store.
Device versions must be Android 4.4.2+ or Apple iOS 7+
SETTING UP THE MOBILE DEVICE AND VAULT
SYSTEM FOR VAULT CHECK
Your Vault Administrator will need to set up the back end of Vault Check in the main Vault system so that Users can be given access, Vault Check can be managed and reports can be printed. From; EDIT MENU, SETTINGS, USER GROUP PROFILES, the Vault Check feature will need to be added to the permissions to allow access to those Users that require it. Vault Check will be located in the Vault system under COMPLIANCE, VAULT CHECK. Once added to the User Groups, the Vault Administrator will need to approve access to people who will be performing Inspections from within the Vault EDIT MENU, USER AUTHORISATION setting. Access to the Webform Portal will also be required as that is where Vault Check site access details are pulled from.
In the USER AUTHORISATION settings locate the Worker who is going to be a person performing the Inspections/checklists, click on their name to highlight the option and click the EDIT USER button. In the lower left of the box presented, locate the dropbox for Vault Check and open the picklist, select the access level, then SAVE.
The User should now be able to log on to the Vault Check app from a mobile device using their User Name with the Vault URL along with their usual Vault Password. User name should look similar to below:
If the person who is to be performing Inspections does not require access to the main Vault system, then click here for information on single-use tokens.
SETTING UP SCORING
Scoring templates need to be set from the main Vault system, Compliance, Vault Check. You will open onto the Vault Check Dashboard where you will see a “cog” in the top right corner of the screen. Click on this to access the Settings menu.
Now select CHECK SCORING SYSTEMS, then CREATE NEW in the top right corner.
You will have the option of 6 scores, however, you can just use the first 3-4 for example, and ignore the rest.
From here you can rename, add a description and change the value to become applicable.
Once completed, save your changes by clicking SAVE in the top right corner.
Building a inspection or checklist template is done in the main Vault system from the TEMPLATES module.
From the main Vault system, go to Compliance, Vault Check.
From the main Dashboard click on the TEMPLATES module.
A list of existing templates will display if any have been created, or you can build new templates by clicking on the CREATE NEW button in the top right corner.
If you want to alter a template, click on the dropdown arrow beside the DETAILs button on the right then click EDIT. Make any changes you need to then click SAVE.
CREATING INSPECTION TEMPLATES
Once you have clicked on the 'Templates' button from the header bar, a display of all active Inspection templates will populate.
Click on CREATE NEW in the top right corner.
Complete the boxes presented to give your template a name, type, reference and determine the scoring preference you want to use.
Once the Reference, NEXT. Your Inspection template now requires Sections and Items to be added. These may be added manually or imported from a spreadsheet. Both methods are covered below.
MANUALLY ADDING TEMPLATE SECTIONS AND ITEMS
Click ADD SECTION and give it a name (Sections are similar to your main folder, as you will add sub-items to it) Click SAVE.
Now ADD ITEM.
You should start seeing your template building.
Continue adding Sections and Items as required. To add new sections, you will need to click on the main header (in this example “Daily Vehicle Check” (Root Item) then select ADD SECTION and follow directions as advised above to continue adding Items. When the template is complete, click SAVE.
IMPORTING TEMPLATE SECTIONS AND ITEMS FROM SPREADSHEET
As an alternative or in addition to the above, Vault Check also supports the ability to import sections and items (and hints) via a spreadsheet.
To initiate this, create a spreadsheet in Excel format (.xlsx) with columns for Section (Mandatory), Item (Mandatory) and Hint (Optional). For example, in the below screenshot a spreadsheet has been created with 'Section' values in Column A, 'Item' values in Column B and 'Hint' values in Column C:
To import the spreadsheet, click ACTIONS, then IMPORT TEMPLATE ITEMS
Now, locate and select the spreadsheet in your Computer's file system. Once the file has been imported, you will be prompted to match-up the columns in your spreadsheet to the field names in Vault. For example:
Select UPDATE SELECTED COLUMNS at which point a new button, REVIEW DATA, will appear. Select this to continue.
Review the imported data to ensure that it looks as expected. If so, click IMPORT DATA.
The imported sections and items will now be added to your template.
Your Inspection template has been saved and will now display in a register for future selection/planning.
PLANNING AN INSPECTION
From the Dashboard click on the PLAN icon in the header bar
You will open onto the register of all active Check templates.
From the register find the required template for your Inspection and click on the SELECT button on the right side of the template.
Select the User who will perform the inspection from the register presented by clicking on the SELECT button on the right side of the screen beside the person’s name.
NOTE: The only people displayed on this register will be those that are assigned to be Vault Check Users, as designated in the main Vault system, User Authorisation. They will need to be attached to a Worker record and given access to the Webform Portal for them to display on this list.
Next, enter details in the fields displayed, which will then populate when the template is synced to the mobile device. You will also need to set a completion date for the Inspection using the calendar option.
Now SELECT the Accountable Person from the Register presented. You will automatically move to the next screen.
As each section of the Check Template is completed it will highlight in a progress bar at the bottom of the screen. You can click on any of these sections to advance directly to that field.
Next select the Location for the Inspection from the Register presented. Only the top 20 sites will display on your screen. To select an option that is not displayed, type in part of the site name in the SEARCH box. The options will display for selection. Once selected, you will automatically move to the next screen.
The REVIEW screen will display, presenting an opportunity to alter any detail and also advise of any missing detail (highlighted in red) which you will need to go back and complete.
Once all detail is complete, click SAVE
The Planned Inspection will now be saved in the Register under PLANNED.
The User responsible for completing the Inspection is simply required to sync the mobile device so the planned Inspection template will move across to it.
The Vault Check dashboard in the main Vault system will show that Planned Inspections have been set up.
COMPLETING AN AD HOC INSPECTION
When the mobile device is synced, any active Inspection templates will be moved across. Simply click on the 3 bars in the upper left corner of the device screen, select NEW, choose the Inspection/checklist from the options on the register, and begin filling out the information required. Touch theto mark a question as completed/compliant, touch theto mark a question as not compliant/incomplete, touch theto add a comment, photo, video, sketch, location, touch to add a corrective action. If working online, corrective actions will send immediately. If working offline, corrective actions will send as soon as the device is reconnected to Wi-Fi
Using the arrow at the top right of the screen, move through to the next screen which will present a chart of progress and status of the Inspection. Again using the arrow in the upper right corner, move to the sign off screen. Sign off the Inspection and click the “tick” icon in the upper right corner of the screen. This will submit the Inspection. The mobile device will need syncing for it to send the outcome through to the main Vault system.
VIEWING AND PRINTING VAULT CHECK REPORTS
In the main Vault system, go to Compliance, Vault Check. Click on the icon to bring up the Completed Inspections. To view/print any of the reports simply click on the REPORT icon on the right of the Inspection record.
There are two reports to view. A Findings Report:
and an Actions Report to show all the corrective actions that were allocated during that Inspection:
Click on the PRINT icon on the right side to print off a copy of the report.
MOBILE DEVICE DASHBOARD
From the Dashboard, any Inspections overdue or due within 2 days will be listed in the lower section of the screen. You can filter this view by clicking on the 'Overdue', 'Today' or 'Tomorrow' circle to see inspections due in these timeframes. To complete these Inspections, click on the arrow on the right side of the record and begin reporting.
Should you have any further questions or issues regarding Vault Check App, please refer to our Support Portal for some commonly asked FAQ’s and interesting articles
The facility to log issues with our Support Desk is also available via this Support Portal.