Linking Project Details Records In Assure

Supported Modules

The following Modules support linking to and from Project Details Records:

• Assets = Equipment
• Audit = Procedural Audit
• Behaviour = Behavioural Safety Audit
• Contractor = Notification of Project
• Environment = Aspect Impact
• Environment = Environmental Assessment
• Incident = Incident Record
• Incident = Vehicle Incident
• People = Person Register
• Risk = Hazard Spotting
• Risk = Project Risk

Part 1: Linking a Project Details Record to a Module Record

When creating a new record within the supported Modules listed above, a user can link a Project Details Record using the Project Reference field (a field that stores a reference to an associated Project Details Record).

Step 1: Enable the Project Reference Field via Caption Maintenance

The Project Reference field is not visible by default. An administrator must first enable the field using Caption Maintenance (the system configuration area for managing field labels, visibility, and behaviour within a Module).

To get to the Caption Maintenance for the Project Reference Field follow these instructions:

1. From the home page, open Settings by clicking the button near the top right of your screen 
   
2. Find Module Setup under the System Configuration area 
   
3. Find the module you wish to configure. For this example, Incident Record has been chosen.
4. Click the Cogwheel icon to open the drop-down menu and click Captions to open the Caption Maintenance page. 
   
5. Locate the Project Reference property. You can use the search bar to find it easily. Once you have located it click the Cogwheel icon to open the drop-down menu and click Edit to configure it 
   
6. Once in this menu the administrator to configure the following properties for the Project Reference field:
   1. Display Text = the label shown to users in the form 
   2. Guidance Text = optional instructional text accompanying the field 
   3. Guidance Text Display - controls whether guidance appears as a pop-up or static text 
   4. Is Mandatory = sets whether the field must be completed before saving 
   5. Display On Interface = controls whether the field is visible to users

Step 2: Use the Project Reference Field Cog Menu

Once the Project Reference field is enabled in a Module, the user clicks the Three Dots icon on the record. On the drop down menu that is opened, click Edit.

Find the field for Project/Property and click the Cogwheel icon.

The following options will appear:

• Select = opens a pop-up to search for and select a Project Details Record
• Clear = removes the currently linked Project Details Record from the field
• View = opens the currently linked Project Details Record in read-only mode
• Create = creates a new Project Details Record and links it to the current record

Step 3: Select a Project Details Record

When the user clicks Select, a pop-up page appears. The user can:

1. Use the Search option to filter the list of available Project Details Records.
2. Sort the results by the following columns: Reference, Location, Start Date, Manager, and Org Unit (Organisational Unit; the unit within the organisational hierarchy to which the record belongs).
3. Click the desired Project Details Record to populate the reference in the Project Reference field.

Part 2: Linking Module Records to a Project Details Record

A user can also link records from the supported Modules directly to a Project Details Record when creating a new Project Details Record or editing an existing one.

Step 1: Open or Edit a Project Details Record

Navigate to the Project Details Module and either create a new Project Details Record or open an existing one for editing. 

Step 2: Expand the Module Section

Within the Project Details Record, locate the section corresponding to the Module the user wants to link records from. Expand the section. The example below uses the Vehicle Incident section.

Click the Add icon.

Step 3: Select Records from the Pop-Up

A pop-up page opens, displaying a list of existing records from the selected Module. The columns displayed depend on the Module. For the Vehicle Incident example, the following columns are shown:

• Reference
• Date Of Incident
• Vehicle Registration Number
• Org Unit
• Tick the Select checkbox on each record the user wishes to link.
• Click the Select button to confirm the selection.

Use the search bar to find results easily.

Step 4: Confirm Linked Records

The linked records are displayed within the relevant Module section of the Project Details Record.

Notes

Note: The Project Reference field must be added to a Module via Caption Maintenance before it can be used. The field is not displayed by default in any Module.

Note: The Cog menu on the Project Reference field displays the options Select, Clear, View, and Create. The availability of these options may depend on user permissions.

AI Metadata

Product Area: Assure -- Project Details Module, Multi-Module Linking

User Role: Assure Users (all roles with write access to supported Modules); Assure Administrators (for Caption Maintenance configuration)

Tags: Project Details, Project Reference Field, Caption Maintenance, Module Linking, Record Linking, Cog Menu, Select Record, Org Unit, Assets, Audit, Behaviour, Contractor, Environment, Incident, People, Risk

Version/Region: All Assure versions, all regions

Important synonyms:

• Project Details Record = Project Record, Project
• Project Reference field = Project Reference, Project Link field
• Cog = Cog Menu, Cogwheel Menu, Settings Menu
• Caption Maintenance = Field Configuration, Module Caption Setup
• Org Unit = Organisational Unit, Organisation Unit

Suggested embedding keywords: link project details record Assure, project reference field Assure, enable project reference caption maintenance, add module record to project details, link incident to project Assure, link vehicle incident project Assure, project details module cross-module linking, select project record Assure, Cog menu project reference, caption maintenance display on interface

Relevant modules and cross-module implications: This article spans multiple Assure Modules. The Project Details Module acts as a central hub. Records from the following Modules can be linked bidirectionally to a Project Details Record: Assets (Equipment), Audit (Procedural Audit), Behaviour (Behavioural Safety Audit), Contractor (Notification of Project), Environment (Aspect Impact and Environmental Assessment), Incident (Incident Record and Vehicle Incident), People (Person Register), Risk (Hazard Spotting and Project Risk). Enabling the Project Reference field in any of these Modules requires administrator access to Caption Maintenance. Linking from the Project Details Record side requires no additional field configuration.