Approve and send site reports

A submitted report from a kind that requires approval waits for the owner or an admin to decide before it can be sent. Pre-Start, Permit to work and End of Day reports usually need this; whether a kind needs it is set on its template.

Find reports waiting on you

Open Approvals and select the Reports tab. It works like an inbox. The queue is on the left, oldest first, and the report you have selected is on the right, so you can decide a report without leaving the page. The number beside Reports to approve counts every report waiting. The queue holds the oldest 100, and the rest appear as you decide these.

• Use the type buttons above the queue (Pre-Start, Permit to Work, End of Day and so on) to show one kind of report. The button next to Reports to approve switches between Oldest first and Newest first.
• Each row shows the report kind, the job, the team leader and when it was filed, how many of the crew have signed (when the form asks for crew signatures), and how long it has been waiting.
• The selected report shows the job, the site address, the team leader, who has signed, whether the customer will be emailed once it is approved, every answer, the photos and the signatures. Select a photo to enlarge it. On a computer, PDF opens the report as a PDF.
• Open full job is the only link that takes you away from the page. Use it when you want the whole job.

On a phone, the queue is the page and there is no PDF button. Select a report to open it full screen, use the up and down arrows to move to the previous or next report, and use Reports to go back. Approve and Send back stay pinned at the bottom.

Approve or send back

Use the buttons at the bottom of the selected report:

• Select Approve to accept the report. If everyone rostered hasn't signed yet, ONYX1 asks you to confirm and names who is still to sign: Approve anyway approves it and the document shows both the approval and who is still to sign. This is a deliberate choice: you decide whether to wait for the rest of the crew.
• Select Send back to return the report to the team leader for correction. Enter a reason, which they'll see, then select Send back to the team leader's first name. The reason is required. The quick reasons (A photo is missing, Crew still to sign, More detail needed and Wrong job or date) add a sentence for you.

After you decide, the next report opens by itself, and a line under the queue says what you did.

You can't approve your own report: if you filed it, the report says so and someone else on the owner or admin roster needs to decide it. A report whose kind doesn't need approval doesn't appear in the queue.

Approve several at once

Tick the box beside each report you want to approve, or select Select all to tick every report currently showing, then select Approve N in the bar that appears. A sheet lists what you ticked (the kind, the job and the team leader); select Approve N again to confirm.

Each report is approved the same way as pressing Approve on its own panel. A report still missing a crew signature has no box: bulk approve never uses Approve anyway on your behalf, so open it on its own and confirm that yourself. A report you filed has no box either. If anything changed since you ticked it, such as someone else already deciding it, that one stays in the list with its own reason and the rest still go through. Bulk approve only approves: Send back still needs you to open the report and give a reason.

Keyboard shortcuts

On a computer, these work while you are not typing in a box:

• J moves to the next report and K to the previous one.
• A approves the report you have selected. It does nothing until you select one, so the report that is open when the page loads is never approved by accident. After you decide a report, the next one that opens counts as selected.
• S opens Send back.

You can also decide a report from Site reports: select it in the list and a report waiting on approval shows the same Approve and Send back buttons beside its PDF.

Review from an email

The "ready to review" email's Review it link opens the report in ONYX1's own PDF viewer, with the same Approve and Send back controls, so you can decide it without hunting for the job.

The nightly send

Each evening, ONYX1 emails that day's reports to the customer where the template has that switched on, and marks them sent. A report that needs approval isn't sent until it's approved; other kinds go out once submitted. See site report templates for the settings that decide this per kind.

If something goes wrong

• Nothing to approve. Every submitted report has already been decided.
• Approve and Send back are missing. You filed the report yourself, it has already been decided, or its kind doesn't need approval. In Approvals → Reports the report says which; on Site reports the buttons are simply not shown.