Create an Observation

Things to Consider

  • Required User Permissions

  • You can also create an Observation from the Assets, Inspections, Incidents, Coordination Issues, and Models tools.

  • Differences for items with a workflow applied:

    • Single Active Workflow: Only one workflow can be active per item. It defaults to the project's Workflow Settings configuration.

    • 'Status': This field is locked while a workflow is running on the item. Status changes are handled automatically by the workflow steps.

    • 'Assignees': If the workflow uses "Deferred Assignment," you will be prompted to select the assignee for specific workflow steps during creation.

  • Assets

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    • The asset field is pre-populated when creating an observation from an asset.

    • Selecting an asset when creating or editing an observation, automatically links the observation to the asset as a related item.

    • You can click the asset link in the observation to view the asset's details in the Assets tool.

  • Assignees

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    • You can assign an observation to a single user, multiple individual users, or a Distribution group.

    • All assignees must have 'Standard' or 'Admin' permissions on the Observations tool.

    • 'Standard' users can assign observations to an 'Admin' user, or to other 'Standard' level users if they have been granted the 'Can Assign Standard Users to Observations' granular permission.

    • Default Assignees: You can set multiple assignees as the default in Observation templates via the Project level Observations Settings page.

  • Due Dates

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  • Notifications

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    • When you create an observation, you will get email notifications any time another user comments or changes the status of the observation.

    • Observation notifications are NOT automatically distributed after they are created. Users will need to send the notification after creating it.

    • Notifications can be distributed via web or Procore mobile.

    • If there are people who you would like to always be on the distribution list for observations, you can add them to the default distribution list in the configuration settings.

    • If you create an observation without an assignee, no notification will be sent. If you edit the observation and add an assignee and save, an email notification will be sent automatically.

    • Overdue notifications are only emailed when an observation is in the 'Initiated' or 'Not Accepted' status. Overdue emails are NOT sent when an observation is in the 'Ready for Review' or 'Closed' status.

  • Observation Number

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    • The number of observations will automatically populate with the next number based on the number of observations you and your team have created.

    • You may edit this as needed.

    • This number can be a duplicate of one already assigned to another observation item in your project.

Steps

  1. Navigate to the Project level Observations tool.

  2. Click Create Observation.

  3. Enter the observation information.

    Show/Hide Fields

    • Asset: Select the asset you want to link to the observation tool.

    • Type: Choose the type that best categorizes the observation. Observation types allow you to filter and report records without affecting the fields displayed during creation.

    • No: The number of observations will automatically populate with the next number based on the number of observations you and your team have created.

    • Title: Title the observation to announce the general topic.

    • ​Status: Set the status of the observation from the following options:
      Note: The Item Status field is locked while a workflow is actively running on that item. Status changes will be handled automatically by the workflow steps.

      • Initiated: When you create the observation, it will be set to Initiated, and is awaiting the assignee to respond.

      • Ready for Review: Once the assignee addresses the observation, they change its status to Ready for Review. This emails a notification to the creator to review the work.

      • Not Accepted: If the creator reviews the work and marks it as Not Accepted, the observation remains unresolved and returns to the assignee.

      • Closed: If the creator approves the work, they mark the observation as Closed to resolve and complete the item.

    • Priority: Select a priority to tell the responsible party how urgent the observation is (Low, Medium, High, Urgent).

    • Trade: Select the relevant trade for this observation. See Add or Delete Trades.

    • Assignee: Select the users or distribution group who will complete the work required from the observation.

      • Note: If the active workflow template includes steps configured for deferred assignment, you will be prompted to select the assignee for those specific workflow steps here.

    • Due Date: Enter or select a date from the calendar for the observation to be due.

    • Spec Section: Select the specification section associated with the observation.

    • Location: Select the location the observation is found in. How do I add a multi-tiered location to an item?

    • Distribution: Add people to the distribution list who you would like to receive update emails when the observation's status changes or when someone leaves a comment.

    • Private: Mark the checkbox if you would like this observation to be viewable by Observation Admin users, the assignee, and the people on the distribution list.

    • Contributing Condition: Select a contributing condition associated with the observation. See Add Root Cause Analysis Fields.

    • Contributing Behavior: Select a contributing behavior associated with the observation.

    • Hazard: Select a hazard associated with the observation.

    • Description: Add a description for the observation detailing relevant information needed to report on or complete the work.

    • Attachments: Attach relevant information like a photo or a warranty document by clicking Attach File(s) to select a file from Procore or your local computer, or by dragging and dropping into the gray box.
      Note: See Add a Photo to an Observation so that it Populates in the Photos Tool.

    • Workflow: Select an item-level template from the dropdown to apply it to the observation, or leave it to proceed with the project default.

  4. Choose your saving option:

    • Save as Draft: Click to save your work in a draft state and delay kicking off the workflow, allowing you to fully populate details and photos before official review.

    • Create (or Submit): Click to finalize the observation.

      • Note: If a workflow is applied, clicking this button automatically triggers the start of the workflow.

  5. When returning to the main Observations page, click Send Item in the banner to email a digest to assignees, distribution list members, and creators for all unsent observations.
    Notes:

    • This action updates the 'Date Notified' field to the current date.

    • The banner appears only when an observation has an assigned user.

See Also

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