Field Observations: Workflow and User Roles

Record Lifecycle (Workflow)

Field Observation records, including both the main record and individual observation entries, generally follow a simple two-step workflow:

1. Draft:
   • This is the initial state when a record is first created and saved.
   • In this state, the record is typically fully editable by the creator and other authorized users.
   • Use the "Save" option to keep a record in Draft if you need to complete it later.
2. Complete:
   • Records move to this state when "Submitted" (for the main Field Observation record) or "Completed" (for individual observation entries).
   • This signifies that the observation documentation is finalized.
   • Once "Complete," most fields become read-only for general users to maintain data integrity.
   • Submitting a main Field Observation record may trigger email notifications to stakeholders (e.g., Site Managers, Supervisors) if this has been configured by your administrator.

Typical User Roles and Permissions

While specific permissions can be customized by your administrator, here's a general guide:

• Creating & Editing Records: Users with appropriate access (typically "User," "Power User," and "Admin" roles) can create new Field Observation records and their associated individual observation entries. Editing is generally allowed while records are in the "Draft" state.
• Reading Records: Most users with access to the module can view "Complete" records. Access to "Draft" records might be limited to the author or specific roles.
• Linking Records: Linking to Actions, Hazards, or Risk Assessments is usually done while the Field Observation record is in "Draft." Managing these linked items (e.g., updating an Action) might still be possible after the observation is marked "Complete," depending on the permissions in the linked modules.
• Deleting Records: Deletion is typically restricted to "Admin" roles.
• Attachments & Hierarchy: Adding attachments and modifying hierarchy information is generally possible while a record is in "Draft."

For a broader understanding of how user roles and permissions work across the system, please see the "Understanding Access Control" documentation.