User Personas: Admin | Project Management | Field
Keywords are configurable tags that can be added to Daily Reports and Field Notes to allow for quicker response to issues or setbacks on the job site, and for project-level reporting. Every organization comes with preloaded Keywords, but Keywords may be added, modified, or removed depending on your unique business needs.
To help your organization understand and take advantage of this useful tool, this article explores several topics surrounding Keywords:
- What are Keywords?
- Who in my organization uses Keywords?
- What are the benefits of using Keywords?
- What are some best practices to review and respond to Keywords?
What are Keywords?
Keywords are tags that can be added to Daily Reports and Field Notes.
Who in my organization uses Keywords?
Administrators are responsible for the setup and maintenance of Keywords in your organization under Company Settings. Field users and anyone else that produces documents in your organization are responsible for tagging your documents with appropriate Keywords. Project managers can then review your team's usage of Keywords on the Project Summary page and in document logs, then respond accordingly.
What are the benefits of using Keywords?
Keywords serve as a notifier that something requires attention, a response, or an action. Keywords allow for a quicker response and follow-through when issues arise and keep operations running smoothly. The Keywords that you create in your organization and how you choose to use them will depend upon your unique business needs.
In order to know which Keywords to create and how to use them, you should be aware of:
- What is important in your organization's day-to-day operations?
- What pain points are you looking to ease in your organization's field-to-office communication?
- What are some things that fall through the cracks that you want to keep track of?
- What are some occurrences that happen on the job site that a project manager would need to be notified of ASAP?
There are some common Keywords that organizations might use that address these concerns, and seeing examples of these scenarios can be helpful to know how to best use Keywords in your own organization.
| Example Scenario | Keyword Examples and Usage | Example of Follow Up Action or Response |
| Job progress is being hindered. |
DELAY, ISSUE A field user creates a Daily Report and elaborates on the delay in the Daily Reports Comments section. |
The project manager contacts the party responsible for the delay and works to resolve the issue. |
| There are questions regarding unclear or missing drawing details. |
RFI A field user creates a Field Note with an image of the detail and includes a specific question in the Notes section. |
The project manager creates an RFI and links the Field Note to it for additional context. |
| A shipment of materials has arrived incomplete. |
SHIPMENT, ISSUE, PO A field user creates a Field Note with images of the order invoice and of the actual materials received. |
The project manager reaches out to the supplier to resolve the issue. |
| Additional work is needed that is outside of the original contract budget. |
CHANGE ORDER, T&M A foreman creates a Daily Report that documents the additional labor hours and materials used for that day. |
The project manager creates a Change Order or T&M ticket to account for the additional work. |
| Our company needs to document the installation of components or progress on the job site. |
PROGRESS A field user creates a Field Note to document the progress of the work being done. |
The project manager or GC reviews the Field Note and is aware of the progress of the job. |
| Our company needs to document that we are following COVID-19 protocols on the job site. |
SAFETY, C19 A foreman creates a Daily Report and includes pictures of workers wearing their PPE and includes comments on that day's safety meeting. |
The project manager or administrator reviews the Daily Report and completes a safety report. |
What are some best practices to review and respond to Keywords?
The Project Summary page gives you an overview of your project's details and progress. The Keywords widget contains a graph that indicates what Keywords your team has been using so that you can be informed of the progress and identify any trends or issues that need attention.
| Use the time range filter to narrow down or expand the timeline of the widget, then select/deselect the Keywords in the legend to filter as needed. |
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In each document log page, you can use the filter function on the Keywords column so that you only see documents with the Keywords that are important to you. Once you've filtered the list, select the document to view it and gain insight into the applicable item.
| Use the filter function in the Keywords column on the log page to view documents based on the Keywords used. |
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