Organisation admins are allowed to manage the questions of their organisation. This article explains what each of the settings in the question edit page does.
Other relevant help articles:
The questions' edit page can be accessed through Administration → Questions.
From there you may edit or remove existing questions. It is also possible to add new questions by clicking the plus sign in the top-right corner.
Name and help text settings
Question name: The name that is being displayed when the question is asked in observation reporting form.
Question help text: Optional help text shown under the question in the reporting form. All the links used in the help text will be shown as links, so that user can easily access them. The following image is an example of how this question looks on an observation reporting form:
Question type settings
The following question types are currently supported by incy.io:
Integer: Number without decimal part (e.g. 1, 10, 456 etc.).
Example questions: Number of injured people? Number of Staff?
Numeric: Numbers that may have decimal part (e.g. 0.1, -4.5, 7.945).
Example questions: Cost Estimate? Actual costs? Temperature?
Text: The user answers this question with text answer.
Example questions: Corrective Action? Preventive measures?
Choosing this will enable "Multiline text" option. This allows you to select whether the answer text input should have just one or many rows. It is also possible to force the user to answer a text question in a specific format (e.g SSN code, postal code etc.). Please contact our support to find out more about this option.
Select: The user may select one choice from a list of choices you've defined.
Example questions: Root Cause? Client? Division? Choosing this will open up a Choices section where you may define the possible choices to this question. See Choices section below for more information.
Multi-Select: Same as select, but the user may select multiple choices as an answer to this question.
Example questions: Root Cause? Areas affected?
Datetime: The user may answer with a date and time to this question.
Example questions: Time when the incident occurred? Time when the issue was fixed?
Time: Time when the incident occurred (World Clock)
Location: The user’s current location can be stored when reporting an incident by allowing to be located.
Note: The user isn’t able to manually set the location.
Signature: A field where you can collect signatures from users.
It is also possible to have custom answer types (e.g. answer is a list of specific part-codes, totally custom inputs, etc.). Please contact our support to find out more about this option.
Required: This defines whether the user must answer this question when they are reporting an observation. For follow-up questions, the Required property will provide special behaviour. See Managing observation categories article to learn more about follow-up questions.
Show answer in emails: This option allows you to prevent sending the answer over emails. This is useful when the answer may contain sensitive information, which is not allowed to be transmitted over email. If this option is disabled, the user must login to incy.io to see the answer.
Allow editing the answer: This option allows you to disable editing this answer after the observation has been reported. This is often used when a custom integration will transfer the initial answer data from incy.io to a third party service, such as an insurance company.
Answer's lifetime: This specifies the lifetime for how long the answers to this question are stored. After answer's lifetime has passed, the answer and all of its historical information is irrevocably removed from the system. It is possible to set values outside the suggested values by writing the desired time period to the field. The field understands following units: year, month, week, day, hour (eg. 1 hour, 24 days, etc.).
This feature is often used when some external policy (e.g. company rules, GDPR, etc.) dictates how long certain answers are allowed to be stored. When the answer has been removed from incy.io it will be shown as follows in the observation details page:
This section is only visible if the question's type is either select, or multi-select. In this section you'll define all possible answers to this question. You need to specify the choices for every language enabled in your organisation. The order in which you specify the choices is the one that the choices will be displayed to the reporter.
Editing the choice values will affect all the answers of existing observations. So you may easily fix spelling mistakes or change the option text to be a better one, but it isn't possible for you to change the order of the choices without also breaking all the answers for existing observations. Please contact our support if you wish to change the order in which the choices are shown to the user.
It is possible to fetch these choices from an external system through a custom integration. Please contact our support to find out more about custom integrations.
Question visibility settings
Depends on choice: You can use this setting to set this question to only appear when a certain answer is selected to some other question. The other question's type must be either select or multi-select. For example, you may have a question "Was the police called?" with choices "Yes" and "No", and another text question "What did the police do?", which is only shown when the "Was the police called?" question was answered as "Yes".
The Categories section displays which categories are using the question. You can access the edit page of a category by clicking it. If you want to add the question to a new category, you can do it in the category's edit page. See Managing observation categories article to learn more about how to set questions to observation categories.
Once you're ready, remember to save your changes!