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eForms Electronic Process Logbook Easy Start Guide

Overview

eProcess Logbook (also know and eForms) is a paperless logging system well suited for manufacturing operations and process events and activities. This Easy Start Guide is to help guide users through each step of adding a logbook entry.

eProcess Logbook lets users record what this guide calls a logbook entry. These entries record an event or activity that happened in relation to an Element (typically some piece of equipment). An event may be something like a start of a batch recorded by the automation control system. An activity could be an operator preparing equipment for use or storage. The system is not industry or task-specific; we could use it to manage housekeeping chores for a hotel or a preventative maintenance program for a server farm. eProcess Logbook tracks more than a paper logbook can and it does it better.

This guide will walk users through the initial configuration to making actual logbook entries. We will start at the beginning and progress through every step. You can jump to specific areas of interest to get the assistance you need without having to read the entire guide. Let’s get started!


Steps to Create the First Logbook Entry Form

1 Design a Form

The Form is what a user see when they enter a logbook entry.

2 Create an Element Type

An Element is typically some piece of equipment but it could be a software system or something else entirely. The Element Type is a collection of properties common to Elements of the same classification. Element Types have defined options for each of the properties.

If we take your computer as an example of an Element, the Element Type would be Computer. An example Element Type arrogates these common computer properties:

  • Operating system type (Windows, Mac and Linux)
  • Form Factor (Tablet, Laptop, Desktop, etc.)
  • Brand (Dell, HP, Acer, Mac, etc.)

3 Define a Reason Code

Reason Codes are a way of categorizing activities and events for an Element. For Example, Maintenance, Calibration, System Error, etc.

4 Define an Area

Areas typically define a physical location of an element or an association of Elements. In the case of your computer, the Area might refer to your office room numbers. For manufacturing, Area could refer to general area names at the plant such as Packaging, Labs, Mechanical, etc.

5 Create an Element

As described in the Create Element Types, an Element is the thing (equipment usually) you make a logbook entry for. For example:

The Activity or Event

The Element

A tech repairs a pump.

The Pump

An administrator updates a software system.

The Software System


Creating the First Logbook Entry

1 Log in as a user with operator or greater access rights and click on the Logbook Entry menu item.

Users that are operators or supervisors have access to make logbook entries for assigned Areas only.

2 Select an Area, Element, Form and Reason Code.

The system filters down to a narrow list of Reason Codes by using the heat map or the series of drop downs. In some environments (DCS Graphic, Webpage etc.), the administrator may have created a direct link to a specific reason code. A direct link will automatically select the values of each drop down.

3 Complete the Entry Form.

A Form may be either an Instant or Sequence Form.

  • Instant Forms: Fill in all the fields and submit the form to the logbook.
  • Sequence Forms: Fill in all the fields in a group and save the Sequence Group. The Form is ready to submit to the logbook once the users save all the Sequence Groups.

About the form Types

An Instant Form is completed and submitted to the logbook in a single step. A Sequence Form has multiple Sequence Groups that users complete in a sequence. Forms with the in-progress status are sequence forms that have only some groups completed. The system does not submit a Sequence Form to the logbook until users complete all the Sequence Groups.

You can tell a Form is a Sequence if there are Save and Next buttons at the bottom of a group. If a Sequence Form has all but the last group filled in, the save buttons are not displayed but, each completed group has a check next to the group title.


Using eForms the Electronic Process Logbook

Searching the Logbook

Users that are operators or supervisors have access to make logbook entries for assigned Areas only.

Select an Area, Element, Form and Reason Code.

The system filters down to a narrow list of Reason Codes by using the heat map or the series of drop downs. In some environments (DCS Graphic, Webpage etc.), the administrator may have created a direct link to a specific reason code. A direct link will automatically select the values of each drop down.

Complete the Entry Form.

Users can use the Logbook Menu item to search for existing logbook entries with simple and advanced search options. Entries can be found under the following tabs:

  • Log Entries: Submitted Ad Hoc Form entries.
  • In Progress:
  • Campaign: Entries created as part of a campaign.

Reviewing Logbook Entries

After the system or a user submits a logbook entry, the entry waits for an authorized user to review it. The reviewer can leave comments to attach to the entry before marking it as reviewed.

Managing Users

Authorized users can add, delete users and manage the access levels of the users.

Automatic Entries & Module Classes

Automatic logbook entries allow for e Process Logbook to collect information about system events and make automatic logbook entries. These automatic entries are configured in part, with Module Classes.

Campaigns

Logbook Reason Codes and Forms can be grouped together and scheduled to run. When a campaign is run, it will post entries for users to complete in the Logbook – Campaign tab.

Link Creator

It is possible to create direct URL links to streamline entering a new logbook entry.

Audit Trail

The audit trail logs all system configuration changes and review status changes. It tracks who changed what and when.