This article explains how to add the Project Reference field (a field that stores a reference to an associated Project Details Record) to Vehicle Incident and Incident Record Portal Questionnaires (simplified data-collection forms used in the Portal and AssureGO+) within Assure. It covers how to configure the field as either Direct Input or Non-Direct Input, how the Portal Dashboard and Questionnaire Org Unit (Organisational Unit; the unit within the organisational hierarchy to which a record belongs) settings control which Project Details Records are visible, and how each input type behaves when a submitted Questionnaire is processed from the Portal Queue (the holding area where submitted Questionnaire responses are placed for manual review) or processed via Auto Process.Cross-module scope: This workflow spans the Portal (Questionnaire configuration), the Project Details module, and the Incident module (Incident Record and Vehicle Incident sub-modules).
Adding the Project Reference Field to a Portal Questionnaire
The Project Reference field can be added to Vehicle Incident Portal Questionnaire forms and Incident Record Questionnaire forms.
When added to a Portal Questionnaire form as Direct Input, the field appears as it does in the Assure main system, but with only Select and Clear options available in the Cogwheel menu on the field.
Steps: Add the Project Reference Field
Step 1: Navigate to Questionnaires
Navigate to Questionnaires in Assure:
Settings > Portal > Questionnaires
Step 2: Open the Sections Menu
Select the Sections option from the Cogwheel menu on the relevant Vehicle Incident or Incident Record Questionnaire.
Step 3: Open the Fields Menu
Select the Fields option on the Section to which the Project Reference field should be added.
Step 4: Create a New Field Record
Select New .
Step 5: Select the Project Reference Property
From the Property Name field, select Project Reference.
Step 6: Save
Save the changes. The Questionnaire in AssureGo+ will now have the Project Reference field available.
Behaviour of the Project Reference Field on the Portal Form
When the user selects the Select option on the Project Reference field, a pop-up screen displays showing a list of available Project Details Records.
Filtering rules for the pop-up list:
- The list of Project Details Records will only contain records that have not been Archived or marked as Confidential.
- If the Portal Dashboard has a Masked Parent set, the list will not contain records outside the masked area.
- The Portal Dashboard can have a Default Org Unit. This only applies if the Masked Parent is not set.
- The Portal Dashboard Org Unit overrides the Portal Questionnaire Default Org Unit.
- The Default Org Units on both the Portal Dashboard and the Questionnaire are used to set the search condition. This can be cleared to show all Project Details Records.
Non-Direct Input Behaviour
When the Project Reference field is set as Non-Direct Input, the field is displayed as a free-text area. The user can enter any text they wish.
Processing Behaviour by Input Type
The following sections describe how the Project Reference field value is handled when a submitted Questionnaire is processed from the Portal Queue, or when Auto Process is enabled.
Processing with Project Reference Field Set as Direct Input
- The Project that the user selects in the Portal Questionnaire form is displayed in the record when processed from the Portal Queue.
- The user processing the Portal Queue record can change this value. The values available to select will depend on the processing user's privileges.
Auto Processing with Project Reference Field Set as Direct Input
- The Project that the user selects in the Portal Questionnaire form is displayed in the auto-processed record when viewed in the Assure main system.
Processing with Project Reference Field Set as Non-Direct Input
- When processed from the Portal Queue, the Non-Direct Input text entered by the user is displayed.
- The user processing the Portal Queue record can select a Project Reference from the Cogwheel menu.
Auto Processing with Project Reference Field Set as Non-Direct Input
- Non-Direct Input is not compatible with Auto Process. Auto processing will not work when the Project Reference field is configured as Non-Direct Input.
- The Project Reference field in the auto-processed record will be empty regardless of what the user enters in the Portal Questionnaire form.
AI Metadata
Product Area: Assure -- Portal Configuration, Project Details Module, Incident Module
User Role: Assure Administrators (for Questionnaire configuration); Assure Users (for Portal Queue processing)
Tags: Project Reference Field, Portal Questionnaire, Project Details Record, Direct Input, Non-Direct Input, Auto Process, Portal Queue, Masked Parent, Org Unit, Sections, Fields, Vehicle Incident, Incident Record, Property Name, Cogwheel Menu
Version/Region: All Assure versions; all regions
Important synonyms:
- Project Reference field = Project Link field, Project Reference
- Project Details Record = Project Record, Project
- Portal Questionnaire = Portal form, Questionnaire form
- Cogwheel menu = Cog menu, Settings menu, menu cog
- Org Unit = Organisational Unit, Organisation Unit
- Non-Direct Input = Non-Direct field input, free-text project reference
- Direct Input = direct field input
- Portal Queue = manual processing queue, queue
Suggested embedding keywords: add project reference field questionnaire Assure, project reference portal form, project details record portal questionnaire, vehicle incident project reference Assure, incident record project reference portal, direct input project reference Assure, non-direct input project reference portal, auto process project reference, portal queue project reference, masked parent project details portal, org unit project details questionnaire, link project to portal questionnaire
Relevant modules and cross-module implications: This article spans the Portal module (Questionnaire configuration area, accessible via Settings > Portal > Questionnaires) and the Project Details module. The Project Reference field is added to Questionnaires based on the Incident module (specifically the Incident Record and Vehicle Incident sub-modules). Direct Input configuration is required for Auto Process compatibility. Non-Direct Input is not compatible with Auto Process. Org Unit visibility for the Project Details Records pop-up is governed by the Portal Dashboard Masked Parent and Default Org Unit settings.