How to Complete a Pest Control Record
Note: Pest Control Programmes must be set up first in the Pest Control module before a Pest Control Record can be created. Click here to access the article on setting up a Pest Control Programme.
The Pest Control Record has one workflow stage to be completed. Below are the steps that must be carried out in order to complete a Pest Control Record. Expand each step below for further explanation.
Note: A Pest Control Record can be added in three ways.
For further detail on each way to open a Pest Control Record, see the article below:
- Option 1: Using the 'Add Control' Button within the Pest Control Module
- Option 2: Using the 'Actions>Add Record' Buttons of a Specific Pest Control Programme
- Option 3: Using the 'Scheduler' Option within a Pest Control Programme
After creating your Pest Control Record, the Report workflow stage will open. The Pest Control Record is a one workflow stage Record. Therefore, you will not see any workflows section greyed out. The Pest Control Record is simply completed once the Report workflow stage is 'Saved & Submitted'
Image: Opened Pest Control Report Record
1. Date: The Date the Record was opened will auto populate within this date field. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date.
2. Procedure: If a Document was selected within the Pest Control Programme it will be placed here. The Document Name can be clicked to preview the Document on the screen.
Image: Document Preview Screen
3. Site Maps: If a Site Map was selected within the Pest Control Programme, it will be placed here. The Site Map Name can be clicked to preview the Site Map in a new browser tab.
Image: Site Map opened in new browser tab
4. Tasks: The Tasks added in the Programme will auto populate in the Record. They cannot be edited in the Record.
5. Completed By: The Responsible person for the Task selected in the Programme will auto populate in this field. However, it can be changed if needed by clicking into the Master Data dropdown to select the correct person completed the Task for this Pest Control Record. [Mandatory Field]
Warning: The Completed By can be edited within the Record. However, the changes made within the Record will not be reflected within the Programme, the changes will only be present within this particular Record. If permanent changes need to be made to the Responsible for Tasks, this must be done within the Programme itself. The updated Responsible will only be reflected in the newly opened Records.
Image: Completed By Dropdown
6. Chemical Used?: If a Chemical was selected in the Pest Control Programme, it will be displayed here. It is not an editable field. Any changes that need to be made should be made directly in the Pest Control Programme - the changes made will be reflected in new Records only.
7. Safety Data Sheet: If a Safety Data Sheet was attached to the Chemical in the Pest Control Programme, it will be displayed here in the form of a blue clickable hyperlink. To preview the SDS on the same screen, the Document Name can be clicked.
Image: Safety Data Sheet Preview
8. Answer: Using the 'Yes/No' dropdown, select if the Chemical was used or not. [Mandatory Field]
Image: 'Yes/No' Dropdown
9. Nonconformance and Action Required: Using the open text field, detail any Nonconformances that require Actions to be carried out. [Mandatory Field if completing the row]
10. Responsible: Using the Master Data dropdown, select the person Responsible for the Action.[Mandatory Field if completing the row]
Note: Actions assigned to Users, Contact Associated with an Employee selected as Responsible, will not have an action on their dashboard.
Image: Responsible Dropdown
11. Deadline: Using the calendar field, select the due date for the action. [Mandatory Field if completing the row]
Image: Calendar Field
12. Completed By: Using the Master Data Dropdown, select the person who has completed the Action.
Image: Completed By Dropdown
13. Completed: Using the calendar field, select the completed date for the action.
Image: Calendar Field
14. X: Click the 'X' button to remove any Actions added.
15. Add Line: Click the 'Add Line' button to add more Actions if needed.
16. Report: Using the open text field, enter any overall comments for the Report workflow stage.
17. Save: Click the 'Save' button to save the details you have entered so far to place the Record within the 'Actions' tab. Once saved, the Record will be assigned a sequential 'No.' and the status 'Open - Awaiting Report' will be detailed at the top of the Record. You can hit the 'Save' button as many times as needed until you are ready to finalise your Record, in which you then click the 'Save & Submit' button.
Warning: If you do not click 'Save' or 'Save & Submit' at least once and move away from the Record, you will lose all the details entered and the Record will not be visible in any tab of the Pest Control module, as it was never created as a Record.
Image: Record Saved with Open Status and 'No.' Added
18. Save & Submit: Click the 'Save & Submit' button to save the details you have entered and place the Record within the 'Complete' tab. Once saved and submitted, the Record will be marked as completed, a signature of the User will be noted, and if changes are needed, the 'Edit' button within the 'Report' stage must be used.
19. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Pest Control module.
Image: Record Saved & Submitted with Completed Status and Signature Added
Related User Guide Articles
- How to Add a Pest Control Programme
- How to Edit a Pest Control Programme
- How to Raise a Pest Control Record *Remember: Adding a Pest Control Programme will not automatically raise a Pest Control Record.