Survey Findings

The Survey Findings module captures and tracks issues discovered during inspections — failed check items, non-conformances, equipment deficiencies, and safety observations. Each finding has its own lifecycle and can be reviewed, resolved, and exported independently from the survey that produced it.

How Findings Are Created

Findings are created in two ways:

Automatic (On Survey Completion)

When a survey template has finding triggers configured, the system automatically scans the collected data on completion and creates findings for any values that match the trigger rules. This is the primary creation path — it guarantees coverage with zero additional inspector effort.

For example, if a safety checklist field pattern is configured to trigger on "No" or "Fail" values, every failed check item automatically becomes a tracked finding when the survey is completed.

Automatic findings include:

The field name and check item name as the finding title
The linked comment/remarks field value as the finding description
The classification and severity defined in the trigger configuration
A link back to the source field and group instance

Manual (During or After a Survey)

For ad-hoc findings not covered by template triggers:

During a survey — tap the Create Finding button next to any field in form mode
After completion — use the Create Finding button in the survey session detail page
Mobile app — the same "Create Finding" option is available on the mobile survey form

Manual creation opens a form where you enter:

Title — a short description of the finding
Classification — Non-Conformance, Deficiency, or Observation
Severity — Critical, Major, or Minor
Description — detailed notes about the finding
Location — where the finding was observed

Findings Register

The findings register is a list view showing all findings across survey sessions. Access it from the sidebar under Services → Survey Findings.

Filtering and Search

The register supports filtering by:

Status (Open, In Progress, Closed)
Severity (Critical, Major, Minor)
Classification
Survey template
Date range

Use the search bar to find findings by title, description, or job reference.

Status Badges

Findings use colour-coded status badges:

Red — Open (needs attention)
Yellow — In Progress (being addressed)
Green — Closed (resolved)

Finding Detail Page

Click any finding in the register to open its detail page. The detail page has three columns:

Finding Details (Left)

An editable form with the finding's title, classification, severity, description, location, and resolution notes. Click Edit to modify, then Save.

View Source Session — navigate to the survey session that produced this finding
Story Log — add comments and track activity
Request / Reminder — create follow-up actions
Subscribe — get notifications on changes
Export — download as JSON or open print view

Activity History (Bottom)

The story log shows all status changes, comments, and activity on the finding.

Finding Lifecycle

Findings follow a simple three-stage lifecycle:

Open → In Progress → Closed

Open — newly created, needs review and action
In Progress — being addressed (resolution work underway)
Closed — resolved, with optional resolution notes

Status changes are tracked in the story log for audit purposes.

Session Integration

Findings Badge on Sessions

When a survey session has findings, a badge appears on the session detail page showing:

Total number of findings
Number of open findings (highlighted in red when > 0)

Click the badge or the View Findings link to jump to the register filtered to that session's findings.

Re-Completing a Survey

If a survey is re-completed (reset and completed again), automatic findings from the previous completion are removed and regenerated from the new data. Manual findings are always preserved.

Exporting Findings

CSV Export

The findings register includes a Download CSV button (via the standard table download feature) that exports the current filtered view as a CSV file.

JSON Export

For integration with external systems, findings can be exported as structured JSON:

Bulk export — use the Export JSON button above the register table to download all findings matching the current filters
Single finding — use the Export JSON button on the finding detail page

The JSON export includes:

Full finding details (title, classification, severity, status, description)
Source context (session title, template name, job reference)
Media with download URLs (presigned, time-limited)
Activity history

Print View

Each finding has a printable view accessible from the detail page. The print layout includes severity and classification badges, attached media, and the full activity history — suitable for filing or sharing with external parties.

Configuring Finding Triggers (Administrators)

Finding triggers are configured on survey templates to define which field values should automatically generate findings. This is done through the AI Template Builder.

Field Pattern Triggers

For check items (e.g., a safety inspection with many Yes/No items), configure the trigger on the field pattern. It applies to all check items using that pattern:

Open the template in the AI Template Builder
Describe which values should trigger findings (e.g., "When the result is No or Fail, create a non-conformance finding with major severity")
The AI configures the findingTrigger on the field pattern with the appropriate trigger values, classification, and severity
Optionally link a comment sub-field so the finding description is pulled automatically

Per-Field Triggers

For individual fields not part of a field pattern:

Describe which field and values should trigger (e.g., "When Equipment Condition is Poor or Critical, create a deficiency finding")
The AI configures the trigger on the specific field
Link a nearby notes/comments field for the finding description

Trigger Rules

Exact match — trigger values must match exactly (case-sensitive)
Field-level overrides stamp-level — if both exist, the field trigger takes precedence
Comment linkage — findings automatically pull their description from a linked sibling field
Classification options — Non-Conformance, Deficiency, Observation
Severity options — Critical, Major, Minor

Feature Availability

Survey Findings is a per-tenant feature that can be enabled or disabled independently from the base survey system. When disabled:

The findings register and detail pages are hidden
Automatic scan on completion is skipped
Create Finding buttons are hidden
Existing findings data is preserved and restored when re-enabled

Contact your administrator to enable or disable this feature via Settings → Views → Content.

Mobile App

Creating Findings

In the mobile survey app, tap the Create Finding button next to any field during form-mode data collection. This opens a modal where you can enter the finding details.

Automatic Findings on Sync

When you complete a survey on mobile and sync to the server, automatic findings are generated server-side. The sync response includes the count of findings created.

Viewing Findings

The findings register is currently available on the web platform only. A mobile findings register is planned for a future release.