Smart Survey
Rebecca Bootman
84 steps
19 minutes
Introduction
1
Tap the 'Smart Survey' tile to access the assessment data input screens. Although some content may differ dependent on the survey type, each smart survey will follow the same layout/navigation process and include the same features for inputting data.
Start a Survey
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When selecting the smart survey for the first time at each address, a pop up window will appear as below. Tap 'Yes' to set the survey date and surveyor name and populate linked attributes (where applicable). Tap 'No' to return to the survey centre.
Categories & Classifications
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The survey questions are grouped into categories and classifications. All categories are displayed along the top of the screen and once selected, the relevant classifications within the category are shown on the left. Each survey template is generated using the attributes, values, and rates configured within Lifespan Housing. While categories and classifications can be customised during template creation, the survey questions presented will be specific to your organisation's account configuration.
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Select a category to display the classifications on the left. The number you see to the right of each classification will confirm how many associated questions are present within the survey.
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On selecting a classification, the associated questions will be displayed on the main screen. The sub-classifications are used to group the questions further. These are displayed as headers with a grey background with the relevant question sets beneath.
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A key is shown above the question list (elements area). This relates to the questions below, each has a corresponding line to the left to show whether an answer has not yet been entered (grey = not set), a new value has been provided (green = new data) or the question has been populated during the last smart survey collection (blue = old/historic value). The icons beneath this relate to the input data - either property attribute or building component. The majority of information can be inputted via the property attribute tab however any amendments to the planned maintenance schedule can only be updated via the building component area.
Address Details
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Tap the 3 dots in the top right of the screen and select 'Address Details'. This will present details of the UPRN, Address and Grouping for the selected property. If a main reference photo has been assigned at this point, it will be displayed at the top of the window.
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Review the details on the main screen and click 'Close' once ready to return to the survey inputting area.
Survey Defaults
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From the same options in the top right, you can also access the 'Survey Defaults'. Tap this option to display the data on screen. The 'Company Details' held within the 'Survey Information' section are some of the elements that form the default system questions within the survey. Once entered, they will be pre-populated for future surveys however you can edit the default values at any time.
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Update the fields as required via the pop-up keyboard provided and tap the save icon in the top right of the screen once done to apply the changes. For future surveys, this information will be pre-populated at the point of starting a new survey (as part of the 'Populate attributes using default values (if applicable) option.
Surveyor Notes
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'Surveyor Notes' is a property attribute, however for easier access throughout the survey to avoid having to keep returning to the 'Survey Information' category each time it's required, a shortcut is also available from the options list. Tap 'Surveyor Notes' to add the relevant information.
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Tap into the free text multiline box and type in any required notes via the pop-up keyboard provided. Tap 'Save & Close' once done to apply the changes. NOTE: Updating via this method will not override any previous collected notes. All existing notes will appear in this area for you to update as and when needed throughout the survey.
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Once saved, you can view the notes either within the 'Surveyor Notes' section, or by navigating back to the attribute within the 'Survey Information' category.
Property Group Filters
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During the template set up, there is an option to configure groupings within the survey. This ensures you are only collecting questions relevant to the property being surveyed, all other questions are hidden from view by default. Just above the elements area, you will have visibility of the grouping selected for the property being surveyed. If this is showing incorrectly, tap to update the value. NOTE: The grouping needs to be assigned for this section to be populated. Please refer to the 'Property Groupings' section of this manual for further guidance.
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Select the correct option from the drop down list provided and tap 'Save'. Alternatively, tap 'Cancel' to return to the survey without making any changes.
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Once a grouping has been selected, the questions displayed will be automatically filtered based on your selection. For instances where you need to access all questions, tap the 'Filtered' option and this will display all remaining questions.
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Tap 'All' at any time to return to the filtered selection based on the assigned grouping.
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The 'Auto-fill N/A' option can be used to automatically apply 'Not Applicable' to all questions in the survey that aren't required, based on the assigned grouping. It is recommended to complete this at the start of the survey, once the relevant grouping has been confirmed. NOTE: You only have the option of completing this once and the action cannot be undone. However, if an incorrect grouping is assigned at the point of using this function, you can still access each question to manually update to the correct value.
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A confirmation window will appear once this option has been selected. The total number of elements that will be updated is displayed on screen. For questions that have already been answered, no changed will be made. Tap 'Auto-fill' to confirm and apply the update, or tap 'Cancel' to return to the survey without making any changes.
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On returning to the survey, if you remove the grouping filter to view all questions you will see 'Not Applicable' against all elements that do not apply. NOTE: Although questions may be left unanswered, the inclusion of a 'Not Applicable' option is beneficial during the validation stage. It helps distinguish between questions that have been inadvertently missed by the surveyor and those that are genuinely not relevant to the property and therefore do not require a response.
Property Information Attributes
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To enter a value against a question, tap on the relevant row and you will be directed to the inputting area.
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For each question you will see the same layout. The attribute name will appear at the top of the screen and below are sections for 'Response', 'Status' and 'Comments (Optional)'.
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The 'Response' is where you enter the relevant value for the selected attribute. The data type is shown at the top of the section. In this example it is 'Free Text' so the pop-up keyboard is displayed when tapping in the field to allow text entry. Other data types include: Date - you will be prompted to add a value via a pop-up calendar. Selection List - a list of values will be displayed for you to choose from. Number - you'll be prompted to add a numeric value via a pop-up keypad.
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The 'Status' is used to confirm whether or not the question is relevant to the survey being undertaken. The options here are either 'Required' or 'Not Applicable'. The status will default to 'Required' in all instances. If a response is required, populate the field as outlined in the previous step. If a response is not required, by tapping 'Not Applicable' this will change the status and a value will not be needed - the response field will be greyed out to disable use. NOTE: This function is to mark an individual question as not applicable only. There is a separate facility that enables you to update multiple questions as 'Not Applicable' where suitable please refer to the 'Bulk Not Applicable' section of this manual for further guidance. [[[https://scribehow.com/o/5mhuKqoSQDeUN_5efjupew/viewer/Smart_Survey__9CWDtK4hRQq7479szN5dQQ?scrollToActionId=bbd59b1c]]](https://scribehow.com/o/5mhuKqoSQDeUN_5efjupew/viewer/Smart_Survey__9CWDtK4hRQq7479szN5dQQ?scrollToActionId=bbd59b1c)
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The 'Comments (Optional)' provides a free text multiline box for you to enter comments as required. The pop-up keyboard is displayed when tapping in the field to allow text entry. As the name suggests these are not mandatory, however can be used to provide further information relating to the selected attribute as required. NOTE: Comments provided here will be displayed within the Lifespan Housing user interface, however will not be included in any exported static reports. You can include them when using the custom report wizard.
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Once all sections have been completed as required, tap 'Save' in the bottom right of the screen to apply your changes.
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The line to the left of the updated attribute will reflect the key at the top of the screen. Once an attribute has been collected, it will show in green to show a new element has been collected. The value will also be displayed beneath the attribute name for reference.
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Attribute data can be edited at any point by returning to the relevant question and using the same process as above to select and save with a different value.
Building Components
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Adding planned maintenance data within the survey is the same process as entering property information attributes, with the addition of an extra step to input the work details. Select the applicable category and classification to locate the attribute requiring a work schedule and tap the attribute to open the inputting screen.
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Update the response and add any comments where applicable, using the same process as required for information only attributes.
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As soon as a value has been selected, a 'Component' section will appear at the bottom of the screen and the information icon will confirm that a 'Component is required'. Tap the description to open the 'Component Rate Capture' screen. NOTE: This section will only be available for building components where an applicable rate exists in your housing account. It must be included within the template design for the data to be collected as part of the survey.
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The 'Component Rate Capture' area is split into multiple sections. At the top of the screen you will see the rate description, reference, collection, cost and unit of measure - this is for information only and cannot be edited during the survey. The 'Component Details' section is where the majority of information is populated. Tap into the quantity field and update the value using the keypad provided. Tap 'Done' to close once finished. NOTE: Ensure the quantity is updated correctly based on the unit of measure (displayed to the right of the field for reference). The data entered here will impact on the maintenance costs.
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Update the Condition and Priority using the drop down fields provided. The same methodology is used in the mobile software as in Housing. Once a condition is selected, this will automatically update the action date below based on a percentage of the design life from your schedule of rates. A - Very Good = 90% B - Good = 70% C - Average = 40% D - Poor = 15% E - Very Poor = 0%
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The 'Location' and 'Sub-Location' fields are not mandatory in all instances, however can be used where required to provide another layer of information against the attribute being collected. At least one of these fields is required to ensure the record is unique, in cases where you require multiple values to be collected against the same attribute. Where applicable, tap in the free text field to enter the information via the pop up keyboard. NOTE: The software identifies a unique record based on the combination of attribute, value, location and sublocation. This is the same methodology applied within Housing and Mobile.
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The action date will update automatically based on the condition provided to display the next suggested replacement date - you will see 'Auto' on the far right if the default data is applied. To manually override this date, tap the 'X' to the right and tap on the field to select a new date via the calendar pop-up window.
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Select a date and tap 'OK' to apply.
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The 'Cost Summary' section will update automatically based on the information provided in the component details. This will calculate the total cost based on the quantity entered multiplied by the rate unit cost. There is an option to 'Override' in the top right of the section, should you need to manually update the cost.
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The 'Notes' section is not mandatory, however where applicable, use the free text box to enter the details. Tap the field to bring up the pop up keyboard and use the down arrow to hide once finished.
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Tap 'Save Component' at the bottom of the screen once all data has been entered. You will be directed back to the attribute area.
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Make sure to tap the 'Save' button in the top right of the screen before leaving, so your attribute data is also updated.
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In instances where you need multiple rates assigning to a record, or need to assign a different value to a component this can be inputted via the same method.
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Where a different value is required, update the option selected or leave the existing value if this applies to both work schedules. NOTE: When updating the attribute name for a new component this will not remove the initial record - both remain and will be included in the survey data unless deleted prior to upload.
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Existing work schedules will appear at the bottom of the screen. If a new value is selected, this will be hidden to allow a rate to be assigned to the latest record. Click the component record with a + icon to add a new work schedule.
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Enter the required information within the 'Component Details', 'Cost Summary' and 'Notes' sections and tap 'Save'. After the first initial schedule has been saved against an attribute, you will need to ensure either the 'Location' or 'Sub-Location' field is populated to create a unique record. The software will provide a prompt underneath these fields to remind you when this is required.
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A note will also be displayed at the bottom of the screen to show where similar components exist. Providing a different location is entered, you will be able to save the additional record.
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On accessing the planned maintenance tab, all associated work schedules will be displayed, to include value, location, quantity, condition, action year and cost.
Edit/Delete Work Schedules
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For instances where you need to edit or remove component information that has been collected, this can only be done via the maintenance tab. Tap or scroll across to navigate to this section.
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This area will list all available attributes for the selected classification. Where data has been collected, the inputted data will be displayed on screen. To amend an existing record, tap the pencil icon to the right of the description to re-open the 'Component Rate Capture' screen to view the details.
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Update the component information where required and tap 'Save' to apply the changes.
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To remove an existing record, tap the 3 dots to the right of the description to 'Show menu'.
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Tap 'Delete' to remove the record. A confirmation window will appear, tap 'Delete' again to remove or 'Cancel' to return to the maintenance section. NOTE: Once deleted, the work schedule that has been assigned during the survey will be removed. The information attribute data will remain.
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You can return to the attributes list by tapping on the icon or scrolling to navigate back to the first tab.
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If a maintenance item is deleted, or no work details are entered against a building component, a message will be displayed under the attribute description to confirm information is missing.
Bulk Not Applicable
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There is an option to mark each attribute as 'Not Applicable' individually, however the software also includes a facility to update in bulk update where there are multiple questions in the same classification that don't apply to the property being surveyed. Navigate to the relevant category/classification and tap on the three dots to show 'More options' on the right of the attributes and maintenance tabs.
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Tap 'Bulk Not Applicable'.
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The questions in the classification will be displayed on screen. Where multiple sub-classifications are present, the questions will be split as per the example below. Use the arrows on the left to display the associated questions and the tick boxes on the right can be used to select which questions to mark as not applicable.
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Once expanded, all associated questions are displayed. Existing answered items appear with strikethrough text and cannot be amended using this bulk update feature.
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Select/deselect tick boxes as required and tap 'Update' to apply your changes.
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When you return to the Attributes section, all associated elements will be updated to 'Not Applicable'.
Photographs
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Photographs taken within the smart survey will also appear within the 'Photographs' tile in the 'Survey Centre'. The benefit of collecting the data within the survey is that they will be assigned to the relevant question so there is no requirement to populate the description or attachment type for each image. They will also be automatically included in the survey report export from your Housing account. NOTE: Photographs taken within the smart survey are embedded into the report so do not appear in the main image list in the 'Documents' module on transfer from the validation area. They are however accessible via the 'Schedule' section of the 'Documents' module where you can view, download or generate a photo schedule.
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Photos can be assigned either at classification or element level. Once a category is selected and a classification is chosen from the list on the left, you will see a camera icon above the question list. Tap the icon to upload a photo. This will assign it to the classification level.
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To upload an existing image, tap 'Select from Gallery'. Alternatively tap 'Take a Photograph' to open the camera app on your device and take a new image.
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Tap an image from your device to select it.
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The selected photo will be displayed on screen. To choose a different image, tap 'Discard and Select a Different Picture' in the bottom-left corner. On the right, the photo details will be automatically populated from the file name, today's date, survey type (Smart Survey), and the current survey location. These fields cannot be edited here, but can be updated later from the Photograph tile if required. Use the 'Show as Main Photo' toggle for the primary reference image of the property, typically the front elevation. Leave this disabled for all other photos. Select the Save icon in the top-right corner to return to the survey.
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To assign a photograph to a specific element within the survey, this can be completed by selecting the relevant attribute and tapping the photo icon in the top right of the screen to 'Add a Photo'.
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In this area you have three options. You can still select from gallery or take a photograph, however the middle option here enables you to select a quick photo. This allows you to choose an existing image from the gallery in the smart survey.
Quick Photos
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The 'Quick Photos' facility within the smart survey allows you to take multiple images via the camera app on your device and store them within a gallery linked to the selected property. One benefit of this feature, is that you can assign one or multiple images directly to the elements of the survey rather than having to take or select these individually.
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From the main screen within the smart survey section, tap on the picture icon in the top right of the screen.
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This will open the camera app on your device and allow you to take a new photo.
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Tap 'OK' to save or 'Retry' to retake the photo.
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All saved images will appear in the quick photo section. You can take further photographs by tapping on the camera icon in the bottom right of the screen.
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Tap the back arrow in the top left to return to the smart survey. You can access the quick photo section at any time to take further images where needed.
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To assign one or more photos via the quick photo option, select the relevant element from the survey list.
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Populate the response, comments and add any required rates as normal. Make sure to save the data, then tap the camera icon in the top right of the screen.
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Choose the middle option to 'Select quick photo'.
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Tap the tick box in the top left of each photo to select those you want to assign to the element.
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Tap 'Select' to save and return to your survey.
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All photos assigned to an element will appear as thumbnail images. From this area, if an image needs to be removed you can tap into the 3 dots in the top right of the relevant picture to show the options.
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Tap 'Remove' to unassign the image from the selected component.
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When using the 'Quick Photos' option, the images are stored against the property but need to be assigned to attributes/components to be saved within the survey. Attempting to leave the survey before all images have been assigned will prompt the error message below. Tap 'ok' to continue with the survey and assign the remaining photos, or 'Review' to access the 'Quick Photos' area.
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Within the Quick Photos section, all photos captured during the Smart Survey are available for review. Previously assigned images are greyed out and listed at the end of the gallery, while unassigned images are displayed in full colour at the top of the screen to ensure they are easily identifiable.
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From this point, you can tap the 'Back' arrow to return to the survey and assign the remaining images. Alternatively if there are unassigned photos that aren't required e.g. blurred or duplicate records, these can be removed in bulk from this section. To use this option, tap the 3 dots in the top right of the screen and select 'Remove Unassigned'
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Tap 'Remove' to confirm. This will delete all unassigned photos so please ensure any required data has been assigned before completing this step.
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Tap the 'Back' arrow to return to the survey. You will now be able to leave the assessment without errors and all assigned images will be saved to the survey ready for upload.
Smart Survey
Rebecca Bootman
84 steps
19 minutes
Introduction
1
Tap the 'Smart Survey' tile to access the assessment data input screens. Although some content may differ dependent on the survey type, each smart survey will follow the same layout/navigation process and include the same features for inputting data.
Start a Survey
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When selecting the smart survey for the first time at each address, a pop up window will appear as below. Tap 'Yes' to set the survey date and surveyor name and populate linked attributes (where applicable). Tap 'No' to return to the survey centre.
Categories & Classifications
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The survey questions are grouped into categories and classifications. All categories are displayed along the top of the screen and once selected, the relevant classifications within the category are shown on the left. Each survey template is generated using the attributes, values, and rates configured within Lifespan Housing. While categories and classifications can be customised during template creation, the survey questions presented will be specific to your organisation's account configuration.
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Select a category to display the classifications on the left. The number you see to the right of each classification will confirm how many associated questions are present within the survey.
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On selecting a classification, the associated questions will be displayed on the main screen. The sub-classifications are used to group the questions further. These are displayed as headers with a grey background with the relevant question sets beneath.
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A key is shown above the question list (elements area). This relates to the questions below, each has a corresponding line to the left to show whether an answer has not yet been entered (grey = not set), a new value has been provided (green = new data) or the question has been populated during the last smart survey collection (blue = old/historic value). The icons beneath this relate to the input data - either property attribute or building component. The majority of information can be inputted via the property attribute tab however any amendments to the planned maintenance schedule can only be updated via the building component area.
Address Details
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Tap the 3 dots in the top right of the screen and select 'Address Details'. This will present details of the UPRN, Address and Grouping for the selected property. If a main reference photo has been assigned at this point, it will be displayed at the top of the window.
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Review the details on the main screen and click 'Close' once ready to return to the survey inputting area.
Survey Defaults
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From the same options in the top right, you can also access the 'Survey Defaults'. Tap this option to display the data on screen. The 'Company Details' held within the 'Survey Information' section are some of the elements that form the default system questions within the survey. Once entered, they will be pre-populated for future surveys however you can edit the default values at any time.
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Update the fields as required via the pop-up keyboard provided and tap the save icon in the top right of the screen once done to apply the changes. For future surveys, this information will be pre-populated at the point of starting a new survey (as part of the 'Populate attributes using default values (if applicable) option.
Surveyor Notes
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'Surveyor Notes' is a property attribute, however for easier access throughout the survey to avoid having to keep returning to the 'Survey Information' category each time it's required, a shortcut is also available from the options list. Tap 'Surveyor Notes' to add the relevant information.
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Tap into the free text multiline box and type in any required notes via the pop-up keyboard provided. Tap 'Save & Close' once done to apply the changes. NOTE: Updating via this method will not override any previous collected notes. All existing notes will appear in this area for you to update as and when needed throughout the survey.
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Once saved, you can view the notes either within the 'Surveyor Notes' section, or by navigating back to the attribute within the 'Survey Information' category.
Property Group Filters
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During the template set up, there is an option to configure groupings within the survey. This ensures you are only collecting questions relevant to the property being surveyed, all other questions are hidden from view by default. Just above the elements area, you will have visibility of the grouping selected for the property being surveyed. If this is showing incorrectly, tap to update the value. NOTE: The grouping needs to be assigned for this section to be populated. Please refer to the 'Property Groupings' section of this manual for further guidance.
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Select the correct option from the drop down list provided and tap 'Save'. Alternatively, tap 'Cancel' to return to the survey without making any changes.
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Once a grouping has been selected, the questions displayed will be automatically filtered based on your selection. For instances where you need to access all questions, tap the 'Filtered' option and this will display all remaining questions.
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Tap 'All' at any time to return to the filtered selection based on the assigned grouping.
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The 'Auto-fill N/A' option can be used to automatically apply 'Not Applicable' to all questions in the survey that aren't required, based on the assigned grouping. It is recommended to complete this at the start of the survey, once the relevant grouping has been confirmed. NOTE: You only have the option of completing this once and the action cannot be undone. However, if an incorrect grouping is assigned at the point of using this function, you can still access each question to manually update to the correct value.
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A confirmation window will appear once this option has been selected. The total number of elements that will be updated is displayed on screen. For questions that have already been answered, no changed will be made. Tap 'Auto-fill' to confirm and apply the update, or tap 'Cancel' to return to the survey without making any changes.
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On returning to the survey, if you remove the grouping filter to view all questions you will see 'Not Applicable' against all elements that do not apply. NOTE: Although questions may be left unanswered, the inclusion of a 'Not Applicable' option is beneficial during the validation stage. It helps distinguish between questions that have been inadvertently missed by the surveyor and those that are genuinely not relevant to the property and therefore do not require a response.
Property Information Attributes
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To enter a value against a question, tap on the relevant row and you will be directed to the inputting area.
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For each question you will see the same layout. The attribute name will appear at the top of the screen and below are sections for 'Response', 'Status' and 'Comments (Optional)'.
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The 'Response' is where you enter the relevant value for the selected attribute. The data type is shown at the top of the section. In this example it is 'Free Text' so the pop-up keyboard is displayed when tapping in the field to allow text entry. Other data types include: Date - you will be prompted to add a value via a pop-up calendar. Selection List - a list of values will be displayed for you to choose from. Number - you'll be prompted to add a numeric value via a pop-up keypad.
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The 'Status' is used to confirm whether or not the question is relevant to the survey being undertaken. The options here are either 'Required' or 'Not Applicable'. The status will default to 'Required' in all instances. If a response is required, populate the field as outlined in the previous step. If a response is not required, by tapping 'Not Applicable' this will change the status and a value will not be needed - the response field will be greyed out to disable use. NOTE: This function is to mark an individual question as not applicable only. There is a separate facility that enables you to update multiple questions as 'Not Applicable' where suitable please refer to the 'Bulk Not Applicable' section of this manual for further guidance. [[[https://scribehow.com/o/5mhuKqoSQDeUN_5efjupew/viewer/Smart_Survey__9CWDtK4hRQq7479szN5dQQ?scrollToActionId=bbd59b1c]]](https://scribehow.com/o/5mhuKqoSQDeUN_5efjupew/viewer/Smart_Survey__9CWDtK4hRQq7479szN5dQQ?scrollToActionId=bbd59b1c)
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The 'Comments (Optional)' provides a free text multiline box for you to enter comments as required. The pop-up keyboard is displayed when tapping in the field to allow text entry. As the name suggests these are not mandatory, however can be used to provide further information relating to the selected attribute as required. NOTE: Comments provided here will be displayed within the Lifespan Housing user interface, however will not be included in any exported static reports. You can include them when using the custom report wizard.
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Once all sections have been completed as required, tap 'Save' in the bottom right of the screen to apply your changes.
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The line to the left of the updated attribute will reflect the key at the top of the screen. Once an attribute has been collected, it will show in green to show a new element has been collected. The value will also be displayed beneath the attribute name for reference.
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Attribute data can be edited at any point by returning to the relevant question and using the same process as above to select and save with a different value.
Building Components
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Adding planned maintenance data within the survey is the same process as entering property information attributes, with the addition of an extra step to input the work details. Select the applicable category and classification to locate the attribute requiring a work schedule and tap the attribute to open the inputting screen.
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Update the response and add any comments where applicable, using the same process as required for information only attributes.
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As soon as a value has been selected, a 'Component' section will appear at the bottom of the screen and the information icon will confirm that a 'Component is required'. Tap the description to open the 'Component Rate Capture' screen. NOTE: This section will only be available for building components where an applicable rate exists in your housing account. It must be included within the template design for the data to be collected as part of the survey.
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The 'Component Rate Capture' area is split into multiple sections. At the top of the screen you will see the rate description, reference, collection, cost and unit of measure - this is for information only and cannot be edited during the survey. The 'Component Details' section is where the majority of information is populated. Tap into the quantity field and update the value using the keypad provided. Tap 'Done' to close once finished. NOTE: Ensure the quantity is updated correctly based on the unit of measure (displayed to the right of the field for reference). The data entered here will impact on the maintenance costs.
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Update the Condition and Priority using the drop down fields provided. The same methodology is used in the mobile software as in Housing. Once a condition is selected, this will automatically update the action date below based on a percentage of the design life from your schedule of rates. A - Very Good = 90% B - Good = 70% C - Average = 40% D - Poor = 15% E - Very Poor = 0%
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The 'Location' and 'Sub-Location' fields are not mandatory in all instances, however can be used where required to provide another layer of information against the attribute being collected. At least one of these fields is required to ensure the record is unique, in cases where you require multiple values to be collected against the same attribute. Where applicable, tap in the free text field to enter the information via the pop up keyboard. NOTE: The software identifies a unique record based on the combination of attribute, value, location and sublocation. This is the same methodology applied within Housing and Mobile.
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The action date will update automatically based on the condition provided to display the next suggested replacement date - you will see 'Auto' on the far right if the default data is applied. To manually override this date, tap the 'X' to the right and tap on the field to select a new date via the calendar pop-up window.
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Select a date and tap 'OK' to apply.
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The 'Cost Summary' section will update automatically based on the information provided in the component details. This will calculate the total cost based on the quantity entered multiplied by the rate unit cost. There is an option to 'Override' in the top right of the section, should you need to manually update the cost.
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The 'Notes' section is not mandatory, however where applicable, use the free text box to enter the details. Tap the field to bring up the pop up keyboard and use the down arrow to hide once finished.
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Tap 'Save Component' at the bottom of the screen once all data has been entered. You will be directed back to the attribute area.
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Make sure to tap the 'Save' button in the top right of the screen before leaving, so your attribute data is also updated.
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In instances where you need multiple rates assigning to a record, or need to assign a different value to a component this can be inputted via the same method.
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Where a different value is required, update the option selected or leave the existing value if this applies to both work schedules. NOTE: When updating the attribute name for a new component this will not remove the initial record - both remain and will be included in the survey data unless deleted prior to upload.
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Existing work schedules will appear at the bottom of the screen. If a new value is selected, this will be hidden to allow a rate to be assigned to the latest record. Click the component record with a + icon to add a new work schedule.
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Enter the required information within the 'Component Details', 'Cost Summary' and 'Notes' sections and tap 'Save'. After the first initial schedule has been saved against an attribute, you will need to ensure either the 'Location' or 'Sub-Location' field is populated to create a unique record. The software will provide a prompt underneath these fields to remind you when this is required.
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A note will also be displayed at the bottom of the screen to show where similar components exist. Providing a different location is entered, you will be able to save the additional record.
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On accessing the planned maintenance tab, all associated work schedules will be displayed, to include value, location, quantity, condition, action year and cost.
Edit/Delete Work Schedules
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For instances where you need to edit or remove component information that has been collected, this can only be done via the maintenance tab. Tap or scroll across to navigate to this section.
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This area will list all available attributes for the selected classification. Where data has been collected, the inputted data will be displayed on screen. To amend an existing record, tap the pencil icon to the right of the description to re-open the 'Component Rate Capture' screen to view the details.
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Update the component information where required and tap 'Save' to apply the changes.
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To remove an existing record, tap the 3 dots to the right of the description to 'Show menu'.
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Tap 'Delete' to remove the record. A confirmation window will appear, tap 'Delete' again to remove or 'Cancel' to return to the maintenance section. NOTE: Once deleted, the work schedule that has been assigned during the survey will be removed. The information attribute data will remain.
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You can return to the attributes list by tapping on the icon or scrolling to navigate back to the first tab.
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If a maintenance item is deleted, or no work details are entered against a building component, a message will be displayed under the attribute description to confirm information is missing.
Bulk Not Applicable
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There is an option to mark each attribute as 'Not Applicable' individually, however the software also includes a facility to update in bulk update where there are multiple questions in the same classification that don't apply to the property being surveyed. Navigate to the relevant category/classification and tap on the three dots to show 'More options' on the right of the attributes and maintenance tabs.
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Tap 'Bulk Not Applicable'.
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The questions in the classification will be displayed on screen. Where multiple sub-classifications are present, the questions will be split as per the example below. Use the arrows on the left to display the associated questions and the tick boxes on the right can be used to select which questions to mark as not applicable.
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Once expanded, all associated questions are displayed. Existing answered items appear with strikethrough text and cannot be amended using this bulk update feature.
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Select/deselect tick boxes as required and tap 'Update' to apply your changes.
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When you return to the Attributes section, all associated elements will be updated to 'Not Applicable'.
Photographs
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Photographs taken within the smart survey will also appear within the 'Photographs' tile in the 'Survey Centre'. The benefit of collecting the data within the survey is that they will be assigned to the relevant question so there is no requirement to populate the description or attachment type for each image. They will also be automatically included in the survey report export from your Housing account. NOTE: Photographs taken within the smart survey are embedded into the report so do not appear in the main image list in the 'Documents' module on transfer from the validation area. They are however accessible via the 'Schedule' section of the 'Documents' module where you can view, download or generate a photo schedule.
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Photos can be assigned either at classification or element level. Once a category is selected and a classification is chosen from the list on the left, you will see a camera icon above the question list. Tap the icon to upload a photo. This will assign it to the classification level.
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To upload an existing image, tap 'Select from Gallery'. Alternatively tap 'Take a Photograph' to open the camera app on your device and take a new image.
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Tap an image from your device to select it.
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The selected photo will be displayed on screen. To choose a different image, tap 'Discard and Select a Different Picture' in the bottom-left corner. On the right, the photo details will be automatically populated from the file name, today's date, survey type (Smart Survey), and the current survey location. These fields cannot be edited here, but can be updated later from the Photograph tile if required. Use the 'Show as Main Photo' toggle for the primary reference image of the property, typically the front elevation. Leave this disabled for all other photos. Select the Save icon in the top-right corner to return to the survey.
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To assign a photograph to a specific element within the survey, this can be completed by selecting the relevant attribute and tapping the photo icon in the top right of the screen to 'Add a Photo'.
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In this area you have three options. You can still select from gallery or take a photograph, however the middle option here enables you to select a quick photo. This allows you to choose an existing image from the gallery in the smart survey.
Quick Photos
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The 'Quick Photos' facility within the smart survey allows you to take multiple images via the camera app on your device and store them within a gallery linked to the selected property. One benefit of this feature, is that you can assign one or multiple images directly to the elements of the survey rather than having to take or select these individually.
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From the main screen within the smart survey section, tap on the picture icon in the top right of the screen.
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This will open the camera app on your device and allow you to take a new photo.
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Tap 'OK' to save or 'Retry' to retake the photo.
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All saved images will appear in the quick photo section. You can take further photographs by tapping on the camera icon in the bottom right of the screen.
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Tap the back arrow in the top left to return to the smart survey. You can access the quick photo section at any time to take further images where needed.
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To assign one or more photos via the quick photo option, select the relevant element from the survey list.
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Populate the response, comments and add any required rates as normal. Make sure to save the data, then tap the camera icon in the top right of the screen.
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Choose the middle option to 'Select quick photo'.
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Tap the tick box in the top left of each photo to select those you want to assign to the element.
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Tap 'Select' to save and return to your survey.
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All photos assigned to an element will appear as thumbnail images. From this area, if an image needs to be removed you can tap into the 3 dots in the top right of the relevant picture to show the options.
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Tap 'Remove' to unassign the image from the selected component.
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When using the 'Quick Photos' option, the images are stored against the property but need to be assigned to attributes/components to be saved within the survey. Attempting to leave the survey before all images have been assigned will prompt the error message below. Tap 'ok' to continue with the survey and assign the remaining photos, or 'Review' to access the 'Quick Photos' area.
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Within the Quick Photos section, all photos captured during the Smart Survey are available for review. Previously assigned images are greyed out and listed at the end of the gallery, while unassigned images are displayed in full colour at the top of the screen to ensure they are easily identifiable.
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From this point, you can tap the 'Back' arrow to return to the survey and assign the remaining images. Alternatively if there are unassigned photos that aren't required e.g. blurred or duplicate records, these can be removed in bulk from this section. To use this option, tap the 3 dots in the top right of the screen and select 'Remove Unassigned'
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Tap 'Remove' to confirm. This will delete all unassigned photos so please ensure any required data has been assigned before completing this step.
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Tap the 'Back' arrow to return to the survey. You will now be able to leave the assessment without errors and all assigned images will be saved to the survey ready for upload.
