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

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Compliance tab - Repeat Violation Flag
When performing an inspection, you will go through each row and select the appropriate check
box to indicate if an item is in or out of compliance.
If an item was marked as out of compliance during a previous inspection, the program will place
a red flag next to that checklist item.

To learn more about the violation, hover the cursor over the flag and a popup box will appear.
You will then be able to read more information about the violation, such as prior violation date,
prior inspector, and any prior comments that were made.

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Finishing the Inspection

Return to the Inspection Details tab
To finish the inspection, return to the Inspection Details tab.

You previously completed the Employee, Activity date, Report Delivery Method, Service
fields, as well as entering the Start Time in the Activity field.
Now you will fill out the Result field, as well as the Required action field. Choose each
response from the pull-down menus for each field.

When you are ready to close out the inspection, be sure to complete the Stop Time in the
Activity field. Enter any general inspection comments you want in Comments field.

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Save and Print Report
Once you have entered all of your information on the Inspection Details page, click on the
Home tab and then click on the Save and Print Report icon at the top of the screen.

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Once you click on the Save and Print Report icon, your work will be saved, and a report will
be generated. The report will appear in a separate window on your screen.

Review this form with the Operator for completeness and accuracy. If the report is complete and
accurate, close the Preview window. To close the Preview window, click on the orange File tab
while still in the Print Forms window. Click on the Close Window icon to close out this
window.

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If the review of the form took longer than expected, then update the Stop Time in the Activity
field in the Inspection Details tab, so that your ending time is accurate.

Adding Attachments
To add an attachment, select the appropriate tab. You can attach records at the Inspection
Details tab, Facility Details tab, and the Record Details tab.
To include an attachment, click on the Attachments icon at the top of the screen (for the tab
you’ve selected).

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For the Facility Details tab, click on the Attachments icon and then select Facility from the
drop-down menu.

To add a new attachment, click on the Add button (the green plus symbol). A popup window
will appear so you can search for the file you want to attach.

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Locate the file you want to attach to this record. Once you locate that file, you can either double-
click on the file to attach it, or you can click on it and then click on the “Open” button to attach
the file.

Repeat this process for each attachment you want to include.

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The file(s) you chose for attachment(s) will be visible in the left hand pane of the Attachments
popup window. The name of the file(s) you selected will be visible in the listing.

To save your attachments to the record, click on the Save button in the ribbon of the
Attachments popup window. Click on the Yes button to save the attachments.

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Capturing a Signature

Once you have saved your file and included any attachments you want, you are now ready to
capture the Operator’s signature.

Note: If you save any attachments after running the Save and Print Report feature, you will
need to run the Save and Print Report feature again.

When you are ready to capture the Operator’s signature, you will see that the Capture Signature
icon is visible. If, for any reason, the Capture Signature icon is greyed-out, then check to see if
you have saved your file.

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As you review the report, you should see any comments you included in your inspection. Note
here the Measured Observations comment and the comment from the Inspection Details tab.

Once you click on the Capture Signature icon, a popup window will appear. Note that the data
fields in the Capture Signature popup window are greyed-out.

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To capture a signature, click on the Add icon (the green plus symbol). The data fields will
become active, and you are now able to capture the Operator’s signature. You can use a mouse,
the stylus, or your finger (touch screen) to capture a signature.

The captured signature will be displayed in the window in the right hand pane.

Once the signature is captured, the data is also recorded in the left hand panel of the window. If
the Operator is dissatisfied with his signature for any reason, you can clear it and start over.

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To clear the signature, click on the Clear icon (the eraser image) in the ribbon of the Capture
Signature popup window. The signature will clear, allowing you to capture the Operator’s
signature again.

In the example below, the old signature was cleared, and a new signature has been captured.
The available data fields below the signature are Name, Title, and Notes. Enter the Operator’s
name and title as appropriate. Then add any additional/appropriate notes into the Notes field.

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Note: If the owner/operator refuses to sign the form, then type into the Name field the text
“Refused to sign”, and make a mark (such as a dot) in the signature block.

Save the signature by clicking on the Save icon in the ribbon of the Capture Signature window.
Note that whatever text is put into the Name and Title fields will also be displayed on the left
panel in the Capture Signature window.

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Capture a Signature Once, Place it on Two Forms
If you have multiple inspections at a site, each of which requires a signature from a single
person, it can be cumbersome to have an Owner/Operator sign multiple forms separately.
You can capture a signature once, and it can be applied to multiple forms. The following
example applies a signature to two forms.
From the General Programs screen, pick the inspection you want to complete. In this example,
we will start with Record ID PR0008602 (“602”), for easy reference. Click once on the record to
select it.

Click on the Compliance icon, and select the appropriate form. In this example, the FOOD
ESTABLISMENT INSPECTION (Cat 10) 2013 form has been selected.

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Complete the inspection as you normally would, including all required fields. Save the results.
You can click on the Save and Print Report icon to retrieve the form. At this point, the
signature block should be blank.
Click on the Scheduled Inspections tab to go back to the General Programs list. Highlight the
next record you want to complete. In this example, we will select Record ID PR0008603
(“603”).

Complete all required items in the new inspection, including all of the required fields. Save the
results.

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When you have saved the second inspection, click on the orange File tab, and then click on Time
and Activities.

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When the Daily Time And Activity tab appears, select the Record IDs that you want. Here,
Records 602 and 603 have been selected.

With the two records selected, click on the Capture Signature icon.

When the dialogue box appears, click on Add to add a signature. Capture the Owner/Operator’s
signature. Fill in the fields below the signature block as appropriate. Click on Save to save the
signature.

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Now go back to each inspection and click on the Save and Print Report icon. Once the report
is pulled up, click on the Last Page icon to jump to the end of the report to review the
signature block. It should be filled in with the captured signature and the information you filled
in for the Name and Title fields.

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As you can see in this example, reports for Records 602 and 603 have the same signature block
information, but the information only needed to be captured once.
Follow the same example if you need to apply the signature to more than two forms.

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Once you have completed capturing the signature, close the window. Click on the orange File
tab and click on Close Window.

Click on the Save and Print Report icon in the ribbon to print the report again and view the
final report with the captured signature. Review the report, and note the captured signature in the
left hand block. Your own signature, if previously captured, will also be visible at the right-hand
block, along with your printed name.

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Archiving the Report
Your final step is to archive the report.
Begin by clicking on the Home tab and then clicking on the Save and Print Report icon at the
top of the screen. Select the report you want.

From the Print Reports screen, click on the Archive Reports icon. Archiving your reports will
store them on the tablet computer and flag them for future upload to the database when you
synchronize your tablet once you are back in the office.

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 The archive report file will be saved with the following file naming convention:
ARCHIVE DATE
INSPECTOR ID
REPORT NUMBER
REPORT PARAMETER(S)
ARCHIVE TIME
For example: 06-02-2015 EE9987667 5100 DA2QBXKRI 10.50.01 AM.PDF

 Clicking the Archive Report icon will automatically save the report using the predefined
naming convention upon which, the following message will appear. Once the report is
successfully saved and archived, you will receive a popup message like the one shown
below. Click OK to close the message box.

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 If you are in a disconnected state (e.g., working out in the field), upon clicking the
Archive Report icon, the report will be saved as a PDF file on your tablet in your local
folder at C:\Report Archive
o You can navigate to the folder using Windows Explorer or when attaching to an
email in Outlook by browsing.
o After syncing, the report will be available in EnvisionConnect by going to the
associated record's attachments. For example, if the archived report was
generated from a service request inspection, the report will be available through
the service request's attachments. If the report was driven by a general program
record, the report will be available through the general program attachments. If
by a complaint then through the complaint's attachments; so on and so forth. The
report will be relocated to C:\Report Archive\REPORT ARCHIVE

 If you are in a connected state (e.g. docked), upon clicking the Archive Report icon, the
report will be saved as a PDF file on the server. It will not be stored on your tablet in
your local folder at C:\Report Archive
o You can locate the report through EnvisionConnect by going to the associated
record's attachments.
o After syncing, the report will be available in EnvisionConnect Remote by going
to the associated record's attachments.

 Archived reports will remain available as an attachment for seven (7) days within EC and
ECR and remain indefinitely on a tablet in C:\Report Archive\REPORT ARCHIVE (if it
was originally archived in an offline state from ECR).

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Exporting the Report
If the facility Operator requires a report right away and cannot wait for a copy of your report to
arrive through regular channels, you can export a copy of the report and then e-mail it.
To export the report, click on the Export Report icon in the Print Reports popup window. A
new popup window will appear, indicating where you can store the exported file.

Select a location to store the exported file, such as the desktop on your tablet computer. Name
the file with an appropriate name or identifier.
Change the file format from Crystal Reports (*.rpt) to PDF (*.pdf) format and save the file.
Once you have saved the file, you can send the exported file via e-mail to your Operator.

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Complaints

In the Office
Search in EnvisionConnect for the complaints not assigned to you, but need to be inspected or
followed up.

Use the Facility Sync feature in EnvisionConnect Remote to load the complaints to your tablet
computer. Enter the complaint number in the search bar and click on the Search button or press

Enter on your keyboard. Highlight the entry(ies) in the left pane and click on the “+” symbol at

the bottom of the screen.

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Once all of the facilities you want to synch have been added to the right hand panel, click on the
Synchronize button located at the lower right hand side of the screen. The button will then 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 synchronization 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.)
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.

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Out in the Field -- Complaint
To view the list of complaints, click on the Complaints icon in the Scheduled Inspection Types
section. That section is highlighted by the red box in the example below. The Complaints icon
is the top left icon in the group, and resembles a phone. (Hovering the cursor over the icon will
enlarge it and show “Complaint”.) Clicking on the Complaints icon will display the
Complaints list in the right hand panel of the main screen.

Search for your specific complaint by typing in the name of the facility or the complaint number
in the search bar, and then click on the Search button on the right. Double-click on the facility
(complaint) you want, and the record will open as an Observation.

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In the Inspection Details tab, enter the Service code, and then enter the Start time in the
Activity Time section.

Go to the Record Details tab. Scroll down to the Complaint section to review the Complaint
Description.

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Review the History tab for history associated with the complaint.

Review the Prior Violations tab for any prior history of violations.

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If there are no violations visible on the screen, click on the Filters icon to view the drop-down
menu. You can view violations for the program, or for the facility. Select the appropriate option
to view prior violations.

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Observation Tab

Select the Observation tab to add specific violations. You can select single or multiple
violations.

Start by selecting a violation from the left hand panel. You can adjust the slider bars between the
column headers so you can read the text of the violation in order to select the proper violation(s).

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Once you have selected a violation, drag-and-drop the violation by moving your selection from
the left hand pane to the right hand pane (or just double-click). Drop the violation into the right
hand pane, and the specifics of the violation will be visible.

In the Status field, click within the field to display a drop-down menu. Select the appropriate
status of the violation.

Once you have selected the appropriate status, the Status field will update with your selection.

After updating the status, add any applicable comments in the Violation Comments section.
You can add comments directly, or use the Library to add your comments.

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Options for Viewing Information

Editing the Filter

To make the choices among the types of violations easier to access and read, you can filter the
choices. At the bottom of the list of violation codes, there is a filter. In this example, the
application is filtering on the Program Category Code for anything beginning with “10”. Note
that in the example screen shot below, the Program Category Code column is only displaying
codes marked “10.”

You can change the elements that the filter uses to sort its information. Click on the Edit Filter
button to bring up the Filter Editor popup window.

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Each of the elements is editable. In this example, the “10” code will be updated to read “50.”
By clicking on the “10” in the editor, it now becomes and editable field.

You can either change the value directly (by manually typing “50” to replace the current value of
“10”), or you can click on the down arrow next to the field and choose from the options available
in the drop-down menu. See the examples below.
Once you have updated the filter with the new value to search, click on the Apply button, and
then click on the OK button.

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The filter will now display the new search value at the bottom of the Violation Codes screen.
The Program Category Code column will now display codes beginning with the value “50.”

In the example here, the new set of violation codes beginning with “50” are displayed. One
violation has been selected, as then dragged-and-dropped to the right hand pane. Note that the
original selection with the “10” code still remains in the right hand pane. Now two separate code
types have been added to this Observation inspection.

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Changing the View through Column Chooser
Once you have selected the violation and dropped it into the right hand pane, you may want to
add or delete columns in the right hand pane for easier viewing.
Use the Column Chooser to add or delete columns. Right-click on any column header to invoke
the Column Chooser popup window. To select a new column to add to the right hand pane,
click on the column header and drag it to the grey area above the columns. Use the guiding
white arrows to show where the column will be placed. Drop the new column header in place,
and the information accompanying the column will be displayed.
To delete a column, click on a column header in the right hand pane, and drag it to the Column
Chooser popup window. The column will no longer appear in the right hand panel, and the
column name will automatically be sorted in the popup window.

Moving, Sorting, Filtering, and Grouping Columns
You can move any of the columns to a new location to aid in viewing the information in the right
hand pane.
You can sort any column by clicking on the column header. An up arrow in the column header
means that the column will sort Ascending. A down arrow will sort Descending.
In the example below, the Violation Code is being sorted Ascending.

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You can filter within a list of columns. Hover your cursor over the column header, and a small
filter symbol will appear on the column header itself. Click on the filter and select the
information you want to view. This feature is useful if you have multiple violations covering
different violation codes.
In the example below, the filter is selected, and the options for filtering information are
presented. For this column, the Violation Description column is being filtered.

Once you click on the filter icon in the column header, the available filters for that column are
displayed.

You can group by column as well. You may want to cluster similar items together, such as a
violation code, violation description, status, etc.
To group by column, click and drag a column header to the grey area above the columns. The
information will then be grouped by that column. In the example below, the information has
been grouped by Violation Code.

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Finishing the Complaint

After you have finished the updates in the Observation tab, click on the Inspection Details tab
to complete the inspection.

Complete the Result field (code), the Stop Time in the Activity field, any travel time that should
be included, and any general comments you want to add.

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Finishing the Complaint
From this point forward, the remainder of the process is identical to the procedures you followed
for the Compliance inspection.
Once you are satisfied with the information in the Inspection Details tab, click on the Save and
Print Report icon, and select the appropriate report.

Review the report with the Operator for completeness and accuracy. If you and the Operator are
satisfied with the report, close the Print Reports window.
Update the Stop Time in the Activity field (Inspection Details tab) if necessary. Add any
necessary attachments or make any necessary changes to the report.
When capturing the Operator’s signature, be sure to include the Operator’s name and title.

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Save the signature by clicking on the Save icon in the ribbon of the Capture Signature window.
Note that whatever text is put into the Name and Title fields will also be displayed on the left
panel in the Capture Signature window.

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Note: If the owner/operator refuses to sign the form, then type into the Name field the text
“Refused to sign”, and make a mark (such as a dot) in the signature block.

Run the Save and Print Report option again, and review the final version (with signature) with
the Operator.
Archive the report. From the Print Reports screen, click on the Archive Reports icon.

Once the report has successfully archived, you will see the following popup screen:

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Exporting the Report
If the facility Operator requires a report right away and cannot wait for a copy of your report to
arrive through regular channels, you can export a copy of the report and then e-mail it.

To export the report, click on the Export Report icon in the Print Reports popup window. A
new popup window will appear, indicating where you can store the exported file.
Select a location to store the exported file, such as the desktop on your tablet computer. Name
the file with an appropriate name or identifier.
Change the file format from Crystal Reports (*.rpt) to PDF (*.pdf) format and save the file.
Once you have saved the file, you can send the exported file via e-mail to your Operator.

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Out in the Field -- Survey

You can follow up on prior violations, such as removing red tags, hot water violations,
administrative processes, and so forth.
To begin, ensure that you are in General Programs. Click on the General Programs icon in
the Scheduled Inspection Types section of the Ribbon at the top of the screen.

Select the program that you are following up on and click on the Observation icon in the
Ribbon, or double-click the program and it will open the inspection as Observation.

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Following up on a prior violation
If you are following up on a violation that has a Comply By date, click on the Inspection
Violation flag icon in the Scheduled Inspection Types section of the Ribbon at the top of the
screen.
Select the violation that you are following up on and click on the Observation icon in the
Ribbon, or double-click the program and it will open the inspection as Observation.

Review to see if the outstanding violation has been brought into compliance. Click on the Prior
Violations tab to see the violation(s).
Closing a prior violation
To close the violation, select the violation and enter the appropriate date in the Complied On
Date field.

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Reviewing for additional violations
Review to see if there are any other violations to be noted on the inspection. To add a violation,
click on the Observation tab.

Add violations from the Observation tab by dragging a Violation Code from the left hand panel
and dropping it to the Violations section in the right hand panel. Add comments directly into the
Violation Comments field, or add prepared comments from the Library.

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Closing out the inspection

To close out the inspection after updating prior violations, adding new violations, and adding any
violation-related comments, click on the Inspection Details tab.

On the Inspection Details tab, enter the Result, Required Action, Activity Time Stop, and
travel time (if applicable). Enter any general inspection comments for the Comments section.
Once you have entered the information for these fields, click on the Save icon to save the record.

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Daily Time and Activity

Logging time using Time and Activities
You can use the Time and Activities feature to track or log calls, meetings, surveys, etc. To
select the Time and Activities feature, there are two options:

 Click on the stopwatch icon in the Quick Access Toolbar at the top of the screen.
 Click on the orange File tab, and then select the Time and Activities option.

The Time and Activities main screen will then be visible. Click the Add icon in the ribbon to
add a new row.

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Filling in the Fields

At a minimum, you will need to complete the following fields:

 Employee (it should auto-populate)
 Service
 Result
 Required action
 Activity Time (Start and Stop times, or just enter total minutes)
 Travel Time (if required)
 Any general comments appropriate to the record

Service

Click on the down arrow of the Service field to reveal the various options for this field.

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Result
Click on the down arrow in the Result field to review the options.

Required Action
Click on the down arrow in the Required Action field to review the options.

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Activity Time
You can enter your time for the activity directly into the Activity Minutes field.

Once you have entered all your data, click on the Save icon in the Ribbon in order to save the
record.

Note: any record that has not been saved will have an asterisk (*) in the first column.