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Procore

Create a Deficiency List Item with Quick Capture (iOS)

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Objective

To create deficiency list items using the Quick Deficiency feature on the Procore iOS app.

Background

Quick Capture allows you to record short videos of issues on the job site and convert the videos into deficiency items from an iOS device. While recording a video, you can verbally describe what you are seeing and the audio will be transcribed to automatically populate the deficiency item's Title and Description fields. You can also say the name of a trade (that already exists in your Procore account) during the recording and Quick Capture will attempt to populate the deficiency item's Trade field.

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permissions on the project's Deficiency List tool.
      Note: While 'Standard' level users can create deficiency list items, they cannot assign a deficiency list item unless they have been granted special permission to act as the Deficiency Item Manager. 
      • 'Admin' level users have complete control of deficiency list items and can edit and update any assignee response.
      • 'Standard' level users can view all responses, but can only update their response if they are listed as an assignee on the deficiency list item.
        Note: 'Standard' level users can only list a Deficiency Item Manager as the assignee on a deficiency list item.
      • 'Read Only' level users cannot be assigned a deficiency list item.
  • Additional Information:
    • Deficiency list items can be assigned to multiple persons.
    • To assign a deficiency list item to a person, the user must:
    • Once an initial notification has been sent, selected Assignees will receive daily notifications of overdue items via email; email notifications will end after 45 days. 
    • Deficiency list item types cannot be created when creating a deficiency list item. Types must be created by an 'Admin' user in the tool's configuration settings before a type can be selected when creating a new deficiency list item. See Configure Advanced Settings: Deficiency List.
    • Quick Capture does not require an internet connection when you are recording deficiency items. You will need a cellular or WiFi network connection in order to send the new deficiency items to the deficiency list in the project's Deficiency List tool.
    • You can also create quick capture deficiency items from the Drawings tool in iOS. See Create Deficiency List Items with Quick Capture from a Drawing (iOS).

Prerequisites

  • Your iOS device must be configured to allow the Procore app to access the device's 'Camera', 'Microphone', and 'Speech Recognition' features. When you open Quick Capture for the first time, the Procore app will automatically prompt you to allow it to access these features. If you denied the Procore app's access to these features, see Apple's Control Access to Hardware Features on iPhone icon-external-link.png for more information about manually configuring these features.
  • Your iOS device must have the 'Dictation' feature enabled. See Apple's Dictate Text on iPhone icon-external-link.png.

Steps

  1. Navigate to the Deficiency List tool using the Procore app on an iOS mobile device.
  2. Tap the Add icon-plus-quick-create-mobile2.png icon and then tap Quick Capture: Deficiency.
     Tip
    The in-app user guide will load automatically the first time you use Quick Capture. After this, tap the information icon-info-with-bkgd-android.svg icon to review the in-app user guide again as needed.
  3. Optional: Tap the Location icon-quick-capture-location-ios.png icon to choose a location for the deficiency item(s) you want to create with Quick Capture, and then tap Save. You can change the location later if necessary when reviewing the deficiency items.
  4. Optional: Tap the Drawing icon-quick-capture-drawing-area-ios.png icon to choose a drawing for the deficiency item(s) you want to create with Quick Capture, and then tap Save. You can the drawing later if necessary when reviewing the deficiency items.
  5. Optional: Tap the Defaults icon-quick-capture-defaults-ios.png icon to save default settings that will be automatically added to your deficiencyes. Make your selections, and then tap Save.
    Notes:
    These settings are be saved for all future deficiency items that you create with Quick Capture, but you can change the selections later when reviewing the deficiency items.
    Once the default settings are saved, the icon color changes to yellow, with a number representing how many default settings are saved.
    • Assignees: Select one or more users to assign to the deficiency item. Users need 'Read Only' level permissions or higher on the project's Deficiency List tool to be added as an Assignee.
    • Type: Select a deficiency item type to associate with the deficiency item. Type selections are managed in the Procore web application in the project's Deficiency List tool. See Create Deficiency Item Types.
    • Deficiency Item Manager: This field is populated with the project's Default Deficiency Item Manager (or with your name if no Default Deficiency Item Manager was configured and you have the required permissions). Tap the field to select a different Deficiency Item Manager for the deficiency item if necessary.
    • Final Approver: This field is populated with the project's Default Final Approver (or with your name if no Default Final Approver was configured). Tap the field to select a different Final Approver for the deficiency item if necessary.
  6. Optional: On supported devices, tap the flashlight icon-flashlight.png icon to turn on your device's flashlight for the duration of your recording.
  7. Tap the record deficiency item icon-record-punch-ios.png button to begin recording a deficiency item.
    Note: Each recording can be a maximum of 60 seconds long.
  8. While recording, describe the deficiency item out loud.
  9. Tap the record deficiency item icon-record-punch-ios.png button again to finish recording.
  10. Repeat steps 3-7 for each deficiency item you want to create using Quick Capture.
  11. When you are done recording deficiency items, tap Review [#] Items.
  12. In the Quick Capture Items menu, tap the deficiency item you want to send to the deficiency list in the project's Deficiency List tool.
  13. On the Create Deficiency Item screen, review or update the information in the following fields:
    Note: The list of required fields may differ than what you would see when manually inputting a deficiency item. See How does data entry differ between deficiency items created with manual input and deficiency items created with Quick Capture?
    • Title: This field is populated with the first words from the recorded audio. Tap the text box to make any changes.
      Note: This field will show the first 255 characters.
    • Description: This is populated with the entirety of the recorded audio. Tap the text box to make any changes.
    • Location: This field is populated with the location selected prior to the deficiency item's recording. If you want to change the location (or you did not select one before), tap the field to open the locations menu and select a location to associate with the deficiency item.
    • Linked Drawing: This field is populated with the drawing selected prior to the deficiency item's recording. If you want to change the linked drawing (or you did not select one before), tap the field to open the drawing area menu and add a pin to the drawing to associate with the deficiency item.
    • Trade: This is populated with the trade that you said during the deficiency item's recording (if you said the name of a trade that already exists in your Procore account). If you want to change the trade (or you did not select one before), tap the field to select a trade to associate with the deficiency item.
      Note: Trade selections are managed in the Procore web application in the Company level Admin tool. See Add a Custom Trade.
    • Assignees: Tap this field to select one or more users to assign to the deficiency item. Users need 'Read Only' level permissions or higher on the project's Deficiency List tool to be added as an Assignee.
      Note: If you select a trade and add one or more users as assignees on a deficiency item, the Assignees field on a new deficiency item with the same trade will automatically populate with the same users. You can tap the Assignees field on the new deficiency item to change the users added as assignees if necessary.
      Note: If Assignees were set in your default settings, those assignees will automatically be added to the deficiency item.
    • Type: Tap this field to select a deficiency item type to associate with the deficiency item. Type selections are managed in the Procore web application in the project's Deficiency List tool. See Create Deficiency Item Types.
      Note: If Type was set in your default settings, that Type will automatically be added to the deficiency item.
    • Deficiency Item Manager: This field is populated with the project's Default Deficiency Item Manager (or with your name if no Default Deficiency Item Manager was configured and you have the required permissions). Tap the field to select a different Deficiency Item Manager for the deficiency item if necessary.
    • Final Approver: This field is populated with the project's Default Final Approver (or with your name if no Default Final Approver was configured). Tap the field to select a different Final Approver for the deficiency item if necessary.
  14. Tap Send to Deficiency to send the deficiency item to the project's Deficiency List tool.
    Note: The deficiency item is only created after you tap Send to Deficiency.
  15. Repeat steps 9-12 for each deficiency item that you want to create.
  16. Tap the back arrow < to return to the Deficiency List tool.