Create an Observation from an Asset

You can create asset observations directly from the Project level Assets tool. The asset field is pre-populated with the asset, and the observation is automatically linked as a related item.

You can also use bulk actions to create one observation for multiple assets.

• Required User Permissions

• Assets

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  • The asset field is pre-populated when creating an observation from an asset.

  • Selecting an asset when creating or editing an observation, automatically links the observation to the asset as a related item.

  • You can click the asset link in the observation to view the asset's details in the Assets tool.

• Assignees

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  • You can assign an observation to a single user, multiple individual users, or a Distribution group.

  • All assignees must have 'Standard' or 'Admin' permissions on the Observations tool.

  • 'Standard' users can assign observations to an 'Admin' user, or to other 'Standard' level users if they have been granted the 'Can Assign Standard Users to Observations' granular permission.

  • Default Assignees: You can set multiple assignees as the default in Observation templates via the Project level Observations Settings page.

• Due Dates

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  • The 'Due Date' field is automatically populated based on the default number of days specified on the Observations tool's Configure Settings page. See Configure Advanced Settings: Observations.

  • The due date also respects which days are set as 'working days' for the project. See Set Project Working Days.

• Notifications

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  • When you create an observation, you will get email notifications any time another user comments or changes the status of the observation.

  • Observation notifications are NOT automatically distributed after they are created. Users will need to send the notification after creating it.

  • Notifications can be distributed via web or Procore mobile.

  • If there are people who you would like to always be on the distribution list for observations, you can add them to the default distribution list in the configuration settings.

  • If you create an observation without an assignee, no notification will be sent. If you edit the observation and add an assignee and save, an email notification will be sent automatically.

  • Overdue notifications are only emailed when an observation is in the 'Initiated' or 'Not Accepted' status. Overdue emails are NOT sent when an observation is in the 'Ready for Review' or 'Closed' status.

• Observation Number

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  • The number of observations will automatically populate with the next number based on the number of observations you and your team have created.

  • You may edit this as needed.

  • This number can be a duplicate of one already assigned to another observation item in your project.

1. Navigate to the Project level Assets tool.

2. Select the assets you want to create an observation for.

   • Single Asset

     1. Click the vertical ellipsis for the asset and select Create Observation.

   • Multiple Assets

     1. Mark the checkboxes next to the assets you want to include in the observation.

     2. Then click the vertical ellipsis in the bulk actions menu and select Create Observation.

3. Enter the observation information.

   Show/Hide Fields

   • Asset: Select the asset you want to link to the observation tool.

   • Type: Choose the type that best categorizes the observation. Observation types allow you to filter and report records without affecting the fields displayed during creation.

   • No: The number of observations will automatically populate with the next number based on the number of observations you and your team have created.

   • Title: Title the observation to announce the general topic.

   • ​Status: Set the status of the observation from the following options:

     • Initiated: When you create the observation, it will be set to Initiated, and is awaiting the assignee to respond.

     • Ready for Review: Once the assignee addresses the observation, they change its status to Ready for Review. This emails a notification to the creator to review the work.

     • Not Accepted: If the creator reviews the work and marks it as Not Accepted, the observation remains unresolved and returns to the assignee.

     • Closed: If the creator approves the work, they mark the observation as Closed to resolve and complete the item.

   • Priority: Select a priority to tell the responsible party how urgent the observation is (Low, Medium, High, Urgent).

   • Trade: Select the relevant trade for this observation. See Add or Delete Trades.

   • Assignee: Select the users or distribution group who will complete the work required from the observation.

   • Due Date: Enter or select a date from the calendar for the observation to be due.

   • Spec Section: Select the specification section associated with the observation.

   • Location: Select the location the observation is found in. How do I add a multi-tiered location to an item?

   • Distribution: Add people to the distribution list who you would like to receive update emails when the observation's status changes or when someone leaves a comment.

   • Private: Mark the checkbox if you would like this observation to be viewable by Observation Admin users, the assignee, and the people on the distribution list.

   • Contributing Condition: Select a contributing condition associated with the observation. See Add Root Cause Analysis Fields.

   • Contributing Behavior: Select a contributing behavior associated with the observation.

   • Hazard: Select a hazard associated with the observation.

   • Description: Add a description for the observation detailing relevant information needed to report on or complete the work.

   • Attachments: Attach relevant information like a photo or a warranty document by clicking Attach File(s) to select a file from Procore or your local computer, or by dragging and dropping into the gray box.
     Note: See Add a Photo to an Observation so that it Populates in the Photos Tool.

4. Click Create.

5. Optional: Send notifications for observations.

   1. Navigate to the Project level Observations tool.

   2. In the banner, click Send Item to email a digest of unsent observations to assignees, distribution list members, and creators.
      Notes:

      • This action updates the 'Date Notified' field to the current date.

      • The banner appears only when an observation has an assigned user.