Open Data Fields - an Overview
Open Data fields are considered as 'Tests' in the case of Monitoring and Receiving Programmes and Records, however, they do not carry any 'Pass' or 'Fail' results, as Open Data does not have specification configuration. This allows Users to type in specific details and other observations without affecting the overall Record results. Open Data fields provide flexibility for the User and allows inspectors to input real-time, accurate observations and measurements, which is crucial for effective monitoring and documentation of the food safety processes.
There are seven different types of Open Data fields that can be used in the system:
1. Text Field
2. Date Field
3. Numerical Field
4. Timestamp
5. File Upload
6. Dropdown List
7. Barcode Field (Batching module only)
Adding an Open Data
To add an Open Data to the Tests module, navigate to 'Master Data>Tests', then click on 'Add Open Data', and then select your required Open Data field.
Image: Adding Open Data
Multiple Open Data fields will appear to be the same when setting them up - the difference will become more evident when completing the Records.
All of the Open Data fields have an almost identical layout when building them. They all require four common sections: Name, Folder, Description and Procedure. However, four of the Open Data fields require one additional section to be completed.
Not all Open Data Fields will be usable in all modules - please see below a summary of where the different Open Data fields can be used.
Common: Name, Folder, Description, Procedure
'Monitoring' and 'Receiving' Modules
Text Field - Common
Timestamp - Common + Add Signature
File Upload - Common
'Monitoring' Module Only
Date Field - Common
Numerical Field - Common + Decimal Places
Dropdown List - Common + List
'Receiving & Inspection' Module Only
Barcode Field - Common + Validate Code against Master Data
Image: Blank Open Data Outlining Common and Specific Details
Completing Common Open Data Details
Image: Common Open Data Details (Text Field as Example)
1. Name: Enter the name that you wish to give your Test. This name will appear in the 'Open Data' folder when building Monitoring and Receiving Programmes. Your naming conventions should be clear and specific to ensure they are easy to follow and complete in Records.
2. Folder: It is good practice to organise your Open Data into folders to help you keep them in logical, tidy groups. This will help you to source your Open Data more easily when you are building your Programmes. Adding Open Data to folders with clear naming conventions will help speed up your Programme Building Process. Oftentimes customers like to split folders either by Record Type, Inspection Type or even Test Type - and then use sub-folders to further specify the Test locations and their sorting.
3. Description: This is an open text field. Provide a brief description of the Open Data - this will appear in the Monitoring and Receiving Programmes when building them, helping you identify your Open Data more esily if many are built with similar names. The description will also appear in the Monitoring and Receiving Records when you hover over the name of the Test.
Image: Open Data Descriptions as They Appear in the Monitoring Programme Building Stage
Image: Open Data Descriptions as They Appear in the Monitoring Records After Hovering on the Test Name
It may be difficult to tell the different Open Data fields apart when they are built, or when you are selecting them in the Monitoring or Receiving Programmes. There are three main ways to distinguish the Open Data fields so that they are more easily distinguishable in the system.
Option 1: Include an indicator in the Name of the Open Data. This would be useful in the case when selecting Open Data in Monitoring or Receiving Programmes, but they may look a little heavy in Records, especially if a large amount of Open Data and Tests are used within the Programmes.
Option 2: Ensure you create a strong Folder structure which will be displayed in the Open Data tab in the main Tests module page, and will allow you to search for your Open Data by navigating the folder structures when building your Programmes.
Option 3: Add the type of Open Data Field in the Description of the Open Data Fields. This will not affect your naming conventions and your folder structure, and you will still be able to differentiate between them when building Programmes, as the descriptions will appear when the Open Data is selected in a Programme.
Image: Open Data Tab in Main Tests Module Page
4. Procedures: If a related Procedure is required, you can select the supporting Document previously uploaded to Master Data here. When completing a Record, you will be able to click on the name of the Test (which will appear as a blue clickable hyperlink) and view or download the Document while in the Record.
To select a Procedure, click on the dropdown arrow and your Documents folder will be displayed. From there, navigate to your required folder, select your file until a grey background appears, and click 'Select' to add it to the Test. To remove a procedure, click the 'X' button.
Image: Select a Procedure Document
Image: Open Data Text Field With Attached Procedure - Blue Hyperlink
5. Save: Click the 'Save' button to save the Open Data Field and move it to the 'Open Data' column in the main Tests module page.
6. Cancel: Click the 'Cancel' button to cancel your progress and return to the main Tests module page. If you choose to cancel, you will lose your progress without the possibility of recovery.
Completing Specific Open Data Details
Image: Open Data Requirements - Open Field Specific
Numerical Field (Monitoring Only)
To configure Decimal Places for the Numerical field, click on the dropdown arrow and select the required decimal places - you can choose any number from 0 to 5.
Timestamp
If you wish to include a Signature of the person completing the Record, along with the timestamp, tick the box to enable this option.
Dropdown List (Monitoring Only)
For a dropdown list, you are required to enter your required choices into the 'List Item' field. Click 'Add Line' to add as many lines as needed.
Barcode Field (Receiving & Inspection Only)
For the Barcode field, if you wish to Validate the Code against Master Data upon scanning, tick the box to enable this option. This Open Data is only available for the Receiving & Inspection module - you cannot use this test in the Monitoring and Batching modules.