For each procedure, you can check on one screen how many times it was viewed during a period, who has viewed it and who has not yet, how each person answered the questions each time, and which checkpoints people tend to get wrong. This screen is called “Viewing records.”
It is the same screen whether you open it from the procedure list, the procedure details, the Usage Report, or a personal page. When you open it from the Usage Report, it keeps the period and filters you selected there.
How to open
- Procedure list (folders, search results, favorites, etc.): Choose [Viewing records] from the […] menu on a procedure. It is shown to Owners, Team Administrators, and Group Administrators. It cannot be chosen for a procedure that is still a draft.
- Procedure details: Press [Viewing records] at the top of the screen, then choose from [Groups & users], [Completion records], or [Stumble map]. If you have unsaved changes, you cannot press it.
- Usage Report: On the [Viewing records] tab, switch the breakdown to [SOP], then press the procedure name. Pressing a row on the [Draft status] tab opens the completion records for that procedure.
- [Viewing records] tab on the personal page: Press a procedure name to open it filtered to that person. Pressing a row in the viewing history (in time order) opens the details of that completion record.
Created users and View-only users can check only their own part (completion records and stumble map) from [Viewing records] in the procedure details. The screen is not shown to guests.
How to read the screen
From the top, the screen shows the target and period, the summary, and the view tabs ([Groups & users], [Completion records], [Stumble map]).
Target and period
- Target: The number of people in the range you can view. Owners and Team Administrators see the whole team. Group Administrators see the people in the groups they manage (their direct group and the groups under it). A Group Administrator who does not belong to any group sees only their own part.
- Period: Choose from [All periods], [Last 1 week], [Last 1 month], [Last 3 months], or [Last 1 year]. If you open the screen from the Usage Report or a personal page, the same period as that screen is selected by default.
- [Refresh to the latest records]: Shown except when you open the screen from the Usage Report. Press it to read the records again.
Summary
It shows Views, Users (the percentage of the target people who have viewed it), Views per person, and Last viewed. If the procedure has questions and there are answer records, it also shows the Error rate, Stumble, and Self-completion rate. The names and meanings of the numbers are the same as in the Usage Report and the personal page (Check adoption results in the Usage Report).
Related skills
When this procedure is set as a related procedure of a skill, the skill name is shown above under “Related skills” (for Owners, Team Administrators, and Group Administrators). Depending on the team's automatic evaluation settings, solo completion and completion are used to decide the skill level.
Groups & users
You can see who has viewed this procedure and who has not yet.
- [By group] shows a tree of group, subgroup, and user, and [List] shows one person per row, sorted by number of views (most first). A team with no groups is shown as a list.
- Filter with [Everyone], [Viewed], and [Not viewed]. Viewed and not viewed are judged by whether the person viewed the procedure during the selected period.
- Type in the heading of the name column to filter by group name or user name. When a group name matches, all the people in that group are shown. The button at the right end of the heading switches between “Expand all” and “Collapse all”.
- Columns: Viewing status (group rows show “Viewed / People in scope”), Views, Last viewed, Error rate, Stumble, Self-completion rate, and Solo completion.
- Press a user name to open that person's personal page ([Viewing records] tab). The selected period carries over.
- Press [This person's records] on a row to narrow the screen to that person. Press [View everyone] to go back.
- “Solo completion” column: This uses the same judgment as the automatic skill evaluation. It is based on past completions, regardless of the period or permission filters. (“Times needed for solo completion” is a team setting.) Press a badge to open that person's stumble map with the period set to [All periods]. ([View everyone] returns to the original period.) A “Needs re-check” badge is also shown for people who stumbled after becoming solo, and for people who have not yet done the revised version of the procedure. If the “Deadline for re-check after revision” has passed, “Expired” is shown. Managers can use [Re-check follow-up] next to the badge to record a retraining (Done), or to mark a person as “Excluded from re-check.” In a group row, the numbers shown are the people who are solo and the people who need a re-check. This is shown for procedures with answer records, or for procedures that are related procedures of a skill (Update skill levels automatically from course completions, certifications, and procedure results).
- For a procedure with a revised version, the [Re-check records] button above the table lets you export to Excel the re-check status of each person who did the previous version (Not done / Expired / Done / Excluded from re-check). This is for managers. Pro and Enterprise plans. (Manage re-checks after a revision (deadlines, follow-up records, no re-check needed, exporting records))
Completion records
For each viewing, this table shows how the person answered each question. Each row is one completion, and each column is a question in that version. Records for inspection sheets and checklists that use pass/fail questions are also checked here (Pass/fail questions and completion records (inspection sheet and checklist operations)).
- Use the version dropdown to switch between all versions or a specific version.
- Below the table, “Total (this period)” always shows the number of abnormal results for each question (the average for number inputs).
- You can filter and sort by columns such as status and the completion date and time.
- Press a row to open the details of that completion (answers to all questions and comments).
- Press [Export] to save the displayed records as a CSV file (Pro and Enterprise plans).
Showing the contents of answers is available on the Core plan or higher. On plans below Core, only the question headings are shown.
Stumble map
For each checkpoint, this shows how many people got it wrong and which choice they picked. Press the name of a person who got it wrong to narrow the screen to that person. Use it to find procedures where many people stumble and people who need individual follow-up. Available on the Core plan or higher.
Narrow the view to one person
When you open the screen from [This person's records] in Groups & users, from a name on the stumble map, or from a procedure name on a personal page, the screen is narrowed to that person. The summary numbers become that person's numbers, and only two views are shown: [Completion records] and [Stumble map]. Administrators can press [View everyone] to return to the entire procedure.