Overview

FixTraq provides a comprehensive workflow for managing issues from discovery through resolution. This guide covers assigning issues to team members, tracking progress, documenting resolutions, and maintaining complete audit history.

Assigning Issues

Who Can Assign

- Admins can assign any issue to any team member - Members can self-assign issues in their organization - Original inspector can assign issues they discovered

How to Assign an Issue

1. Open the issue detail page 2. Locate the **Assignment** section (sidebar on desktop, Overview tab on mobile) 3. Click "Assign To" or "Change Assignment" 4. Select a team member from the dropdown 5. Assignment is saved automatically

Assignment Benefits

- Clearly defines responsibility - Enables filtering by assignee - Triggers notifications (based on settings) - Creates audit log entry - Tracks workload distribution

Updating Issue Status

Change the issue status as work progresses through the **Actions** panel:

Status Workflow

**Open → In Progress**

• Indicates active work has started
• Communicates to team that issue is being addressed
• Use when beginning troubleshooting or repairs

In Progress → Resolved

• Marks issue as fixed and completed
• Requires resolution notes explaining what was done
• Automatically records resolution timestamp
• Clears from active issue counts

Resolved → Reopened

• Use if issue recurs or wasn't fully fixed
• Clears resolution timestamp and notes
• Returns to active tracking
• Creates audit entry explaining reopening

Any Status → Closed

• Archives the issue
• Use for issues that are no longer relevant
• Maintains historical record

Quick Status Updates

From the Actions panel:

1. Click "Update Status"
2. Select new status from dropdown
3. Add notes if marking as Resolved
4. Click Save

Status changes are logged in the activity timeline with timestamp and user.

Changing Severity

Adjust severity as you learn more about the issue:

1. Navigate to the Actions panel
2. Click "Change Severity"
3. Select new severity level:
   • Low: Minimal impact, routine fix
   • Medium: Standard priority
   • High: Significant impact, prioritize
   • Critical: Immediate attention required
4. Severity changes are automatically logged

When to Change Severity

**Increase Severity** when:

• Issue is worse than initially reported
• Safety implications are discovered
• Multiple related failures found
• Regulatory compliance at risk

Decrease Severity when:

• Workaround is available
• Impact is less than expected
• Related systems are unaffected

Adding Notes and Documentation

Issue Notes

The Notes section allows collaborative documentation:

1. Click the Notes & Comments card
2. Add your observations, actions taken, or updates
3. Click "Update Notes" to save
4. Previous notes are preserved; add new information chronologically
5. All note changes are logged in audit history

What to Include in Notes

- Steps taken to investigate - Root cause analysis - Parts or materials needed - External vendor information - Photos or measurements - Temporary fixes or workarounds - Preventive measures implemented

Attaching Media and Files

During Inspection

Photos and videos captured during inspection are automatically attached when issues are created from failed questions.

Adding Files After Creation

1. Open the issue detail page 2. Navigate to the **Media** tab (mobile) or Media Gallery section (desktop) 3. Click "Upload File" or drag files to upload area 4. Supported formats: - Images: JPG, PNG, WebP - Documents: PDF - Videos: MP4, MOV - Maximum file size: 50 MB per file

File Management

- Preview images and videos inline - Download any attachment - Delete files you uploaded (if you have permission) - All file actions are logged in audit history

Resolving Issues

Resolution Process

When an issue is fixed:

1. Update Status to "Resolved"
2. Add Resolution Notes describing:
   • What was done to fix the issue
   • Parts replaced or repairs made
   • Who performed the work
   • Date of completion
   • Any follow-up required
3. Attach Evidence (optional):
   • After photos showing fixed condition
   • Work order documents
   • Test results or certifications
4. Review Related Issues from same inspection

Resolution Methods

FixTraq tracks how issues are resolved:

• Manual Resolution: Team member marks as resolved after fixing
• Auto Resolution: Inspection re-completion shows question now passes
• Closed: Issue archived or deemed not applicable

Resolution Best Practices

- Include specific details in resolution notes - Reference work orders or ticket numbers - Photograph completed work - Verify issue doesn't exist in other locations - Update inspection templates if question needs adjustment

Setting Due Dates

Establish deadlines for issue resolution:

1. Click "Set Due Date" in Actions panel
2. Choose target resolution date
3. Due date appears in Issue Information sidebar
4. Use date filters to track approaching deadlines
5. Overdue issues can be highlighted in reports

Audit History and Activity Timeline

Viewing Activity

The Activity Timeline shows complete issue history:

• Who created the issue and when
• All status changes with timestamps
• Severity adjustments
• Assignment changes
• Note updates
• File additions and deletions
• Resolution and reopening events
• Inspection-related events (completion, reopening)

Audit Log Details

Each entry includes:

• Action Type: What changed
• User: Who made the change
• Timestamp: When it occurred
• Old Value: Previous state (if applicable)
• New Value: Updated state
• Details: Context or notes

Audit Actions Tracked

- **Created**: Issue first generated - **Status Changed**: Any status transition - **Severity Changed**: Priority adjustment - **Assignment Changed**: Responsibility reassigned - **Notes Updated**: Documentation added - **File Attached**: Media uploaded - **File Deleted**: Attachment removed - **Manually Resolved**: User marked complete - **Auto Resolved**: Re-inspection passed - **Reopened**: Returned to active status - **Inspection Completed**: Parent inspection finished - **Inspection Reopened**: Parent inspection modified - **Inspection Re-Completed**: Updated with new results

Reopening Resolved Issues

If an issue recurs or wasn't fully fixed:

From Issue Detail Page

1. Click "Reopen Issue" in Actions panel 2. Add notes explaining why reopening is needed 3. Status changes to "Reopened" 4. Previous resolution data is cleared 5. Audit log records the reopening

Automatic Reopening

Issues are automatically reopened when:

• A re-inspection fails the same question
• New failure reason may differ from original

After Reopening

- Issue returns to active tracking - Can be reassigned if needed - Severity can be adjusted - Complete history is preserved in audit log

Inspection Re-Completion Impact

When inspections are reopened and completed again:

Issue Lifecycle Management

- **Existing Issues + Still Failing**: Issue updated with new failure reason, creates audit entry - **Existing Issues + Now Passing**: Issue auto-resolved with "Auto Resolved" audit entry - **New Failures**: New issues created automatically - **Reopened Issues**: Issues in Resolved/Closed state return to Reopened if question fails again

Audit Entries Created

- **Inspection Re-Completed**: Logged when parent inspection is finished again - **Auto Resolved**: Question now passes on re-inspection - **Reopened**: Previously resolved question fails again

This maintains complete traceability when facilities are re-inspected.

Working with Related Issues

View Related Issues

From an issue detail page:

• View Full Inspection: Opens complete inspection record
• Other Issues from Inspection: Filters issues list to same inspection
• Understand context of multiple failures
• Identify systemic problems

Common Patterns

- Multiple issues in same location may indicate larger problem - Issues from same template section might signal training needs - Recurring issues across inspections warrant template or process review

Collaboration and Communication

Team Coordination

- Assign issues to specialized team members (electrical, HVAC, safety, etc.) - Use notes for status updates and coordination - Attach photos showing problem and requesting guidance - Tag issues from same root cause with consistent location naming

Manager Visibility

- Filter by assignee to monitor workload - Review audit history to verify timely action - Check resolution notes for quality and detail - Identify training opportunities from recurring issues

Issue Permissions

Access is organization-scoped:

• View issues from your organization only
• Assign issues to members in your organization
• Admins have full access to all issues
• Members can manage issues they're assigned to or created
• File uploaders and assigned users can delete files

Mobile Workflow

On mobile devices:

• Tabs: Switch between Overview, Media, and Activity
• Quick Actions: Status and severity updates
• Photo Upload: Capture and attach directly from camera
• Assignment: Select from organization members
• Notes: Add updates on-site

All features available on desktop work on mobile with optimized layout.

Troubleshooting

**Can't find an issue**

• Check filters aren't too restrictive
• Verify issue wasn't closed/archived
• Search by inspection ID if you know it
• Contact admin if you think you should have access

Assignment dropdown empty

• Ensure you're part of an organization
• Check that other members have been invited
• Admins can see all organization members

Can't upload files

• Check file size (max 50 MB)
• Verify file type is supported
• Try different file or contact support
• Check network connection

Changes not saving

• Ensure you have permission to edit
• Check network connectivity
• Try refreshing and re-applying change
• Contact admin if issue persists

Best Practices

For Efficient Resolution

1. Assign issues immediately after creation 2. Update status as work progresses (don't wait until fully complete) 3. Add notes frequently to document progress 4. Attach before/after photos for visual proof 5. Include specific details in resolution notes

For Effective Tracking

1. Use consistent location naming 2. Adjust severity based on actual impact 3. Set due dates for time-sensitive issues 4. Review audit history to identify patterns 5. Close or archive issues that are no longer relevant

For Team Communication

1. Add context in notes for next shift or team member 2. Reference part numbers, work orders, or external tickets 3. Document decisions and rationale 4. Include safety precautions or special instructions 5. Thank contributors in resolution notes

Next Steps

- Review [Managing Issues](../managing-issues/) for filtering and organization - Learn about [Creating Inspections](../../getting-started/first-inspection/) to understand issue generation - Explore [Template Configuration](../../templates/create-a-template/) to set default severities and improve issue quality