EnvisionConnect Remote - Training Handout - Food Ops - May 13 2016

Southern Nevada Health District

Accela
EnvisionConnect Remote

Overview

EnvisionConnect Remote is an application which allows you to extend the capabilities of
EnvisionConnect and take your work out into the field.
This training manual will take you through the basics of using the software as you would use it in
the office and in the field.
A general workflow diagram describing a typical workday is included. It breaks down the
general activities you would perform in the office, and those activities you would perform in the
field.
Two additional workflow diagrams are included to assist you in navigating the specifics of
scheduled and unscheduled inspections.

THIS PAGE INTENTIONALLY LEFT BLANK

Table of Contents

Overview....................................................................................................................................................... 1
Overview of the Program’s Features .......................................................................................................... 11
The Main Window ...................................................................................................................................... 11

The Quick Access Toolbar...................................................................................................................... 12
The Ribbon.............................................................................................................................................. 13

The File Tab........................................................................................................................................ 13
The Home Tab .................................................................................................................................... 14
The View Tab ..................................................................................................................................... 14
The Date Navigator and Appointments Section...................................................................................... 15
The Scheduled Inspections Section......................................................................................................... 16
The Slider Bar ......................................................................................................................................... 16
In the Office ................................................................................................................................................ 19
Synchronize............................................................................................................................................. 19
Facility Sync ........................................................................................................................................... 20
Grouping Sites for Easy Viewing ........................................................................................................... 25
In the Field .................................................................................................................................................. 27
Compliance Inspection (Scheduled Inspection)...................................................................................... 27
Compliance Inspection (Optional Tabs) ................................................................................................. 29
Prior Violations tab ............................................................................................................................. 29
History tab........................................................................................................................................... 30
Facility Details tab .............................................................................................................................. 34
Record Details tab............................................................................................................................... 36
Compliance Inspection (Other Tabs) ...................................................................................................... 39
Measured Observations tab................................................................................................................. 39
Compliance tab ....................................................................................................................................... 43
Expand All / Collapse All ................................................................................................................... 43
Show / Hide Required ......................................................................................................................... 44
Required Checklist Items .................................................................................................................... 45
Check All and Uncheck All ................................................................................................................ 46
Violation Explanations and Further Information ................................................................................ 47
Comment Bubble ................................................................................................................................ 47

Comment Bubble – Add From Library............................................................................................... 48
Comment Bubble – Comments for this Violation............................................................................... 50
Compliance tab - Repeat Violation Flag............................................................................................. 51
Finishing the Inspection.............................................................................................................................. 52
Return to the Inspection Details tab........................................................................................................ 52
Save and Print Report ............................................................................................................................. 53
Adding Attachments ............................................................................................................................... 55
Capturing a Signature ............................................................................................................................. 59
Capture a Signature Once, Place it on Two Forms ................................................................................. 64
Archiving the Report............................................................................................................................... 71
Exporting the Report............................................................................................................................... 74
Complaints .................................................................................................................................................. 75
In the Office ............................................................................................................................................ 75
Out in the Field -- Complaint.................................................................................................................. 77
Observation Tab...................................................................................................................................... 81
Options for Viewing Information ............................................................................................................... 83
Editing the Filter ..................................................................................................................................... 83
Changing the View through Column Chooser........................................................................................ 86
Moving, Sorting, Filtering, and Grouping Columns ............................................................................... 86
Finishing the Complaint.............................................................................................................................. 88
Exporting the Report............................................................................................................................... 92
Out in the Field -- Survey ........................................................................................................................... 93
Following up on a prior violation ........................................................................................................... 94
Closing a prior violation ......................................................................................................................... 94
Reviewing for additional violations........................................................................................................ 95
Closing out the inspection........................................................................................................................... 96
Daily Time and Activity ............................................................................................................................. 97
Logging time using Time and Activities................................................................................................. 97
Filling in the Fields ................................................................................................................................. 98
Service................................................................................................................................................. 98
Result .................................................................................................................................................. 99
Required Action .................................................................................................................................. 99
Activity Time .................................................................................................................................... 100

5

Adding Other Columns ......................................................................................................................... 101
Additional (Optional) Columns ............................................................................................................ 102

Re-Inspection Date............................................................................................................................ 102
Record ID.......................................................................................................................................... 102
Time and Activities via Observation inspection ................................................................................... 105
Out in the Field – Review Inspection.................................................................................................... 107
Back in the Office ..................................................................................................................................... 108
Synchronizing EnvisionConnect Remote with EnvisionConnect......................................................... 108
Information Technology Help Desk ......................................................................................................... 108



7



9

10

THIS PAGE INTENTIONALLY LEFT BLANK

11

Overview of the Program’s Features

EnvisionConnect Remote allows you to download the information about facilities assigned to
you. You can then take that information into the field in a portable format, allowing you to make
inspections, record observations, track time and activities, complete forms and checklists, and
send completed, signed reports to owners/operators.

The Main Window

Once you have logged in to EnvisionConnect Remote, the main window will be displayed. The
main window is your starting point for EnvisionConnect Remote, and contains various ribbons,
menus, and panels of information.
As illustrated by the image below, the top portion of the screen the main window displays the
Quick Access Toolbar, containing a series of icons for quick access to functions. The upper
portion of the main window also displays the ribbon, with tabs marked “File,” “Home,” and
“View.” The ribbon can also be minimized in order to create more viewable space on the main
window.
In the lower portion of the screen, the main window displays the Date Navigator and the
Appointments Calendar. It also displays the Scheduled Inspections list.

12
The Quick Access Toolbar
The Quick Access Toolbar contains icons for various functions. To view which functions are
available, or to change or add icons from the toolbar, click on the down arrow to the right of the
icons. A drop-down menu will appear, showing you which icons are visible, as well as their
functions.

One recommendation regarding the toolbar: the Synchronize icon and the Save icon are located
next to each other by default. Selecting the correct icon may be problematic when using a stylus
or a finger on a touch screen. If you intend to select Save but accidentally hit Synchronize, you
will lose your work. You can move the Synchronize to the end of the row of icons by removing
it from the list and then re-adding it. To remove the Synchronize icon from the toolbar, click
on the File tab, and then right-click on the first entry on the list (marked Synchronize). Click on
the entry marked Remove From Quick Access Toolbar.
To add the Synchronize icon back to the toolbar, click on the File tab, and then right-click on
the Synchronize option. Then click on the entry marked Add To Quick Access Toolbar. This
will add the Synchronize icon back to the toolbar, placing it at the end. This will provide
separation between the Synchronize icon and the Save icon.

13

The Ribbon
The ribbon tabs are marked “File,” “Home,” and “View.”
The File Tab
The “File” tab will display various functions, including some contained in the ribbon at the top
of the screen. The “File” menu tab displays the following:

 Synchronize – perform a full synchronization between your tablet and the database on
the server.

 Facility Sync – download and synchronize facilities that you select between your tablet
and the database on the server.

 Scheduled Inspections – manage your scheduled inspections.
 Time and Activities – manage time and activity records.
 Travel Activities – manage travel activities.
 Spell Check Options –select and set options for the spell-check function.
 About – get information about the program version, as well as accessing the debug log.
 Exit – exit the program.

14

The Home Tab
The “Home” tab will display a variety of functions and options. It is from this tab that you will
select the type of inspection you want (Observation or Compliance).
You can also select Complaint or Service Request. You can also choose to add an appointment
to your calendar, or you can even synchronize your appointment calendar with your Outlook
calendar. You can also select reports to be printed.

The View Tab
The “View” tab provides you with options concerning how you view your data. You can change
how you view your appointment calendar (for example, by day, week, or month). You can also
change how you display your information (for example, appointments only, scheduled
inspections only, or both).

15
From this menu tab, you can also change the display concerning your scheduled inspections. By
clicking on the Select icon at the right, a drop-down menu will appear, displaying the various
options for viewing programs and inspections.
There is a default view, but you can create views that work better for you. Any views you create
and name will be displayed in the drop-down menu, and will appear above the dotted line
separating the names of the various views available to you.

The Date Navigator and Appointments Section
The Date Navigator feature allows you to search dates, displaying three months at a time. You
can scroll through dates by month. You can also scroll through dates by year. Clicking on the
right and left arrows by the month or the year will scroll through the view.
To display the current date, click on the button at the bottom of the Date Navigator, marked
Today.

16
The Scheduled Inspections Section
The Scheduled Inspections list displays the facilities you are scheduled to inspect.

The Slider Bar
The slider bar (splitter bar) is an adjustable marker that allows you to modify the screen to reveal
more or less information in each pane. One slider bar is located between the Date Navigator
pane and the Appointments calendar pane. The other slider bar is located between the
Appointments calendar pane and the Scheduled Inspections pane.

17

If you wish to view only the Date Navigator and the Appointments calendar, or only the
Scheduled Inspections, you can adjust this option through the View tab.

By default, the Date Navigator and the Appointments calendar and the Scheduled Inspections
pane are all visible when you enter the program. If you only want to view the Date Navigator
and the Appointments calendar, go to the View tab and click on the “List” icon in the “Layout”
section at the top of the screen. This will remove the Scheduled Inspections pane from the
view.

If you only want to view the Scheduled Inspections pane, go to the View tab and click on the
“Appointments” icon in the “Layout” section. This will remove the Date Navigator and the
Appointments calendar pane from the view.

To restore both views, select the “Appointments” icon and the “List” icon in the “Layout”
section on the View tab.

18

THIS PAGE INTENTIONALLY LEFT BLANK

19

In the Office

Synchronize
While in the office, use the Synchronize feature in EnvisionConnect Remote to load all
programs assigned to you. This process replicates the information on the server and saves it to
your tablet. Select Synchronize from the File tab to begin the process.

When the synchronization process runs, it will go through six steps altogether. You will see the
following informational screen display while the synchronization is in progress.

20
Facility Sync
If you need to select additional sites not assigned to you, or if you are a supervisor acting in
someone else’s stead for inspections, then you will perform a Facility Sync.
Select Facility Sync from the File tab.

Once you click on Facility Sync, the following screen will appear:

In the search toolbar, enter the Facility ID or a Facility Name and hit “Enter” or click on the
“Search” button.

21
You can enter a full name (e.g., “mcdonalds”), or you can use a wildcard character (the “%”
symbol) to find variations on a facility name, such as spelling or punctuation. A search such as
“mcdon%” will retrieve entries including “McDonalds” and “McDonald’s.”

Note: when searching for facilities, verify the Facility Name and ID, since a facility may have
the same name, but different programs.
Once all entries that match your entry are found, the following screen will be displayed:

22

To add specific facilities to your list, you will need to move the facilities you want from the left
pane to the right pane. You can accomplish this in two different ways:

 Click on the facility name in the left pane and drag-and-drop the entry to the right pane.

 Highlight the entry in the left pane and click on the “+” symbol at the bottom of the

screen.

23
Once you have added all of the facilities you want to synch to the right hand panel, click on the
Synchronize button located at the lower right hand side of the screen. The button will turn
white, and the facility synchronization process will begin.

While the synchronization process is underway, you will see a pop-up screen displaying the six
steps the application goes through.

When the process has completed, the right hand panel will be blank. Click on the red “X” in the
upper right corner of the screen to close the window. (Note that the right panel has been cleared
of the facilities you previously selected.)

24

Once you exit the Facility Synchronization screen, you will be returned to the main screen
within EnvisionConnect Remote. The facilities you selected will be visible and available in the
“General Programs” window of the main screen.

25
Grouping Sites for Easy Viewing
You can group the sites in the General Programs pane for easy viewing. For example, you can
group sites by Record ID, Facility ID, or Site Address.
To group sites, click the column header you want and drag it to the area above the columns
marked “Drag a column header here to group by that column.”

You can further refine your grouping by adding other column headers. Each header you add will
become subordinate to the one you previously dropped. You can also drop a column header to
the left of a prior column (making the new column superordinate) to re-group.

26

You can also rearrange the existing grouping by moving the subordinate header to the left of the
group and make it superordinate. This type of grouping is useful if you want to group sites in the
same area, or by streets, as you plan your inspection schedule.

Note: in order for the grouping function to work properly, all of your selected sites must appear
on a single page. This means that you cannot have more than 1,000 records appear in the
General Programs pane. If you have more than 1,000 records, you will need to filter down the
display by date or Facility ID or some other identifier in order to display records and have the
grouping feature work. If the total number of records exceeds more than one page, grouping will
not work.

27

In the Field

Compliance Inspection (Scheduled Inspection)

When you are ready to perform a Compliance Inspection, select the site/establishment you want
from the General Inspections window. Then click on the Compliance icon in the Scheduled
Inspections section of the ribbon.

Once you have selected your site and the form you want, you will see an Inspection Details
screen. The name of the site you chose will appear at the top of the screen, and below it will be a
series of tabs. The first tab is the Inspection Details tab.

28

Begin filling in the Employee field. Then ensure the Activity date field is filled in. Select the
appropriate Report Delivery Method. Then fill in the Service field, as well as the Start Time
in the Activity field.
If you are recording travel time, then in the Travel Time field enter either enter your Start and
Stop times for travel, or you can enter total travel minutes.
Note: any fields marked with a red triangle are required fields, and you must fill them in before
saving your work or exiting the program.

29

Compliance Inspection (Optional Tabs)

There are several tabs under the Scheduled Inspections tab that you may utilize, according to
how you carry out your inspection. These tabs are optional.

Prior Violations tab

When at a facility, you may want or need to check to see if there are prior violations associated
with that facility.

Click on the Prior Violations tab, and if there are any prior violations, they will be listed.

There are also four commands on the ribbon for this tab:

 Close Violation – Close the selected violation.
 Open Violation – Open the selected violation.
 Close All Violations – Close all open violations. Clicking on this will also set the

Complied On Date field to the current date.
 Open All Violations – Open all closed violations. Clicking on this will clear the

Complied On Date field.

30
Clicking on the Filter icon allows you to change how you view violations for this facility. You
can select, by program or facility, all open violations, all closed violations, or all violations.

History tab
The History tab allows you to view information about the facility. The information is broken
down into a number of categories.
Clicking on the arrow to the left of each of the category headers allows you to expand that
category and show any information associated with that category. For example, you can get
further information about prior comments, complaints, attachments, and so forth.
When each category is expanded by clicking on the arrow on the left of the category header,
more information may be available, and may contain other sub-categories. Clicking on the arrow
to the left of these sub-categories will further expand the information available.

31

32
Column Chooser
If you would like to view the information with columns not currently visible, you can add
columns through the Column Chooser. (Similarly, you can use Column Chooser to remove
any extraneous columns.)
Note: The Column Chooser option is available for the following tabs: Prior Violations,
History, and Measured Observations.

To select the Column Chooser, right-click (mouse) or press and hold (stylus) on a column
header. A menu will appear onscreen. Select the option marked Column Chooser.

A box will appear onscreen with columns which represent data fields appropriate to the tab you
are on. That is, Column Chooser is context-sensitive and displays the columns appropriate to
the tab. Those data fields (columns) that correspond to the Prior Violations, History, and
Measured Observations tabs will be displayed.

33

Once you have selected Column Chooser and the box is displayed, you can select additional
columns for display on the grid by clicking and dragging the column you want from the display
box and dropping it into the column area.
Once you drag the column you want into the column area, two white arrows will appear,
showing where your additional column will be placed. During your drag-and-drop of the
additional columns, move your cursor to the desired location for the new column, and you will
see the arrows follow from location to location.

Once you have dropped the additional column in its new location, any data associated with the
column will be visible.

34

You will also be free to group your data by dragging column headers to the space above the
columns if you want to sort your data that way.
You can also sort (ascending and descending) any new columns you add.
If you decide that you don’t want a column you just added, or would like to remove an existing
column, you can click and drag the column from the grid and drop it into the Column Chooser
display window.
Facility Details tab
The Facility Details tab allows you to review information about the facility itself, such as owner,
location, facility classification, or account information.
From this tab, you can also view, open, or add attachments, comments, or other information
about the facility. The commands for adding information are located on the ribbon while on this
tab.

35
Attachments
To view or open any prior attachments, click on the Attachments icon in the ribbon. (You need
to be on the Facility Details tab for the Attachments icon to be active.)
The Attachments window will open, and any prior attachments will be visible. To open an
attachment, click on the file that you want, and then click on the Open icon in the ribbon.

To add attachments, click on the Attachments icon in the ribbon. To add an attachment about
the facility (such as a photo, a document, etc.), click on the Facility option from the drop-down
menu. The Attachments window will then open.

36
To add a new attachment, click on the green plus symbol (Add). Select the attachment you
would like to add, and then click the Save icon to save your selection. Repeat the process to add
as many attachments as necessary.

Record Details tab
The Record Details tab allows you to review information about the record you are inspecting,
such as Permit or General Program.
Click on the View tab at the top of the screen in order to change to the Food Ops view to see
UDF fields such as special notes, hours, and so forth.

37
From the Record Details tab, you can also add attachments, comments, or other information
about the record. The commands for adding information are located on the ribbon while on this
tab.

To view or open an attachment while on the Record Details tab, click on the Attachments icon
in the ribbon at the top of the screen. Then select General Program from the drop-down list.
The Attachments window will then pop up.
If any attachments are already listed, select the file you want to open and then click on the Open
icon at the top of the Attachments pop-up window.
To add a new attachment, click on the green plus symbol (Add). Select the attachment you
would like to add, and then click the Save icon to save your selection. Repeat the process to add
as many attachments as necessary.

38
To change the view and its accompanying attachments, click on the View tab in the
Attachments pop-up window. You can choose to view attachments by Record, Facility, or
Owner. Depending upon the view you select, the list of attachments may vary.

You can also expand and collapse the various sections within the record for easier viewing. At
the top of each section is an arrow pointing up or down, allowing you to collapse or expand a
section.

39

Compliance Inspection (Other Tabs)

Two of the tabs that you will use during an inspection are the Measured Observations tab and
the Compliance tab.

Measured Observations tab

The Measured Observations tab is where you will record any measurements you make. By
default, there are five fields used to record your measurements:

 Item – the item for you are taking a measurement.
 Location – the location of the item to be measured.
 Measurement – a numeric value for the measurement.
 Unit of measurement – the unit of measure, such as Fahrenheit, gallons, pounds, etc.
 Comment – and comments you want to include about the measurement. You can enter

comments directly or pull pre-defined comments from the library.

Although there are five columns by default, you can add or delete columns through the use of the
Column Chooser.

As noted, if you choose to include a comment, you can either type it in directly to the Comment
box, or you can add pre-defined text from the library.

40

Note at the top of the screen there are two colored section. One is marked Measurement
Observation Tools, and the other is marked Comment Tools.
Click on the Comment Tools section and an icon marked Add From Library will appear.
Click on the Add From Library icon and a popup box will appear. This box will allow you to
choose from the pre-defined text options available.
Use the Search feature within the popup box to search for a key word or to narrow the scope of
your search. Single-click (or tap once with your finger or stylus) on a comment in the left panel
in order to view it in its entirety in the right hand panel.

To add the pre-defined text you want to your comment, double-click (or double-tap with your
finger or the stylus) the selected text. The text will be added in the Comment field at the bottom
of the screen. You can also click on the Add to Comment icon at the top of the popup window
to add the comment to the Comment field.
You can add other pre-defined text comments as well. You can also add comments directly into
the Comment field at the bottom of the screen, in combination with pre-defined text comments.

41

If you have multiple measurements and would like to add a comment for each, repeat the process
for each measurement entry.

42

Once you have selected the comment(s) for your entry, close out the popup window by either
clicking on the red “X” in the upper right corner of the Insert Comments window, or by
clicking on the orange File tab and then clicking on Close Window. Closing the popup window
will add the text you included in the Comment field in the popup window and will be visible in
the Comment field on the Measured Observations tab. Note: there is no “Save” feature to
include the comments. They are saved when you close the popup window.

If you want to add another measurement record, click on the Add icon in the ribbon. A new line
will be added to the grid, and you can begin entering your information. An asterisk will appear
at the beginning of the line for the new measurement record.

43
Compliance tab
When you are ready to perform a scheduled inspection, you will go to the Compliance tab.
The screen of the Compliance tab is laid out as a checklist.

There are multiple sections to the checklist form. These sections can be expanded or collapsed
as needed, aiding you in viewing the information in each section. To collapse a section, click on
the down arrow at the left of the main section header. To expand a section, click on the right-
pointing arrow at the left of the main section header.
Expand All / Collapse All
You can also click on the Expand All / Collapse All icon in the ribbon of the Compliance tab to
expand or collapse all of the sections simultaneously.

44

Show / Hide Required

The Show/Hide Required icon in the ribbon will highlight all required checklist items in
yellow. When the full checklist is displayed, this color-coding can help you quickly spot the
required items to make sure you haven’t missed anything.

45
Required Checklist Items
The Show/Hide Required icon and its color-coding effect is different from the Required
Checklist Items included among the Filters options. The Required Checklist Items filter
allows you to display only those items which are required.
To select the filter, click on the Filters icon in the ribbon, and then select Required Checklist
Items from the drop-down menu.
The Required Checklist Items filter can be used in conjunction with the Show/Hide Required
color-coding option.

To again display all checklist items, click on the Filters icon, and click on the All Checklist
Items option from the drop-down menu.

46

Check All and Uncheck All

When checking off items on the checklist, you can check them off one at a time. However, if
you know that for all sections, you can mark every item as in compliance or out of compliance,
then you can mark all of those check boxes with a single command. You can also mark all check
boxes as in or out of compliance, and then go back and mark single items appropriately.

To mark all check boxes on the form, right-click (or tap and hold with the stylus) on the column
header for the items you want to mark. For example, if you want to check all of the boxes in the
“Out” column, right-click on the column header marked “Out.” A popup box will appear, with
the choices “Check All” and “Uncheck All.” Selecting “Check All” will mark all check boxes in
that column.

47
Violation Explanations and Further Information
You can view more information about a specific violation if you hover your mouse over the text
of any individual item in the checklist. You will get further information such as violation
summary, violation description, and corrective action, which will appear in a popup box.

Comment Bubble
When completing individual rows on the checklist, you can enter comments directly for any
individual item. At the far right of the screen is a comment bubble. Immediately to the right of
the comment bubble icon is a down arrow. Clicking on the down arrow will open a comment
box, allowing you to enter free-form text into the box.
You can expand the comment box for easier viewing if your comment is lengthy. Click and drag
the lower left corner of the text box to expand the size of the comment box.

48
Once you have entered the text of your comment and clicked on the “OK” button, the text box
will close, and the comment bubble icon will change.
The comment bubble icon will change its appearance and include a pencil icon across the
comment bubble icon. Any comment bubble which has this appearance indicates that a
comment has been included for the item in that row.

Comment Bubble – Add From Library
You can also add comments using pre-defined text from a library. When you click on the down
arrow next to a comment bubble icon, a text window will open. Simultaneously, the Add From
Library icon will appear in the ribbon.

Click on the Add From Library icon to display the library of comments available for this
section. Clicking on the Add From Library causes a popup box will appear. This box will
allow you to choose from the pre-defined text options available.

49
You can also use the Search feature within the popup box to search for a key word or to narrow
the scope of your search. Using a single click (or tapping once with your finger or stylus) on a
comment in the left panel allows you to view the comment in its entirety in the right hand panel.

To add the pre-defined text you want to your comment, double-click (or double-tap with your
finger or the stylus) the selected text. The text will be added in the Comment field at the bottom
of the screen. You can also click on the Add to Comment icon at the top of the popup window
to add the comment to the Comment field.
You can add other pre-defined text comments as well. You can also add comments directly into
the Comment field at the bottom of the screen, in combination with pre-defined text comments.

50
Comment Bubble – Comments for this Violation
Some violations have pre-defined comments associated with the violation. To select the
comments associated with the violation, begin by clicking on the comment bubble for the
specific violation in the Compliance checklist. The Insert Comments pop-up window will
appear.
Click on the View tab in the Insert Comments pop-up window. Click on the Select icon in the
ribbon. A drop-down list will appear. Select the comments associated with the violation by
clicking on the item marked Comments for this Violation. The corresponding list of specific
comments will be visible in the Comments window.

Once you have selected the comment(s) for your entry, close out the popup window by either
clicking on the red “X” in the upper right corner of the Insert Comments window, or by
clicking on the orange File tab and then clicking on Close Window. Closing the popup window
will add the text you included in the Comment field in the popup window and will be visible in
the text box for the comment bubble. There is no “Save” feature to include the comments. They
are saved when you close the popup window.