Creating a defect report

When a fault occurs in an item, it is recommended to create a defect report. Creating a defect report requires access to the item card. The report can be created by a user with either reader or editor rights. Item that has open defect report cannot be added to a reservation.

This guide covers:

  1. Creating a defect report in the browser
  2. Creating a defect report in the mobile application
  3. Tracking defect reports

Creating a defect report in the browser

  1. Open item card
  2. Click Report defect

  1. Fill in the required information:
    • Summary: Required. Write a short and clear title for the problem.
    • Priority: An estimate of how urgent the maintenance is.
    • Location: Fill in if the item is moved to another location to wait for repair. When the defect report is approved, the item location is updated automatically.
    • Description: A more detailed description of what happened.
  1. Maintenance responsible persons (editor rights) – can also fill in the following information:
    • Assigned to: Select the Trail user responsible for the issue. Default is the current user.
    • Repairer: Optional setting. Select a saved maintenance company from the drop-down list.

  1. Click Create.
  2. The item status changes to Broken.
  3. The defect report is shown in the item details under the Maintenance section. When the item is accepted for maintenance, its status changes to In Maintenance.

Creating a defect report in the mobile application

  1. Log in to the Trail mobile application
  2. Scan the item identifier or find the item from the list and open its item card
  3. Press Report defect

  1. Fill in the information:
    • Summary: Required. Write a short and clear title for the problem.
    • Priority: An estimate of how urgent the maintenance is.
    • Description: A more detailed description of what happened.
  1. Maintenance responsible persons (editor rights) – can also fill in the following information if needed:
    • Assigned to: Select the Trail user responsible for the issue. Default is the current user.

  1. Press Save.
  2. The defect report is saved to the item.

Tracking defect reports

  • Defect reports and maintenance tasks can also be viewed through the Trail Maintenance module.
  • Follow maintenance statuses and responsible person updates on the same page.
  • Read next: Closing a defect report

⭐ Tips

  • Always write a clear title and add detailed information in the description. This helps maintenance team to evaluate the issue and speeds up the repair.
  • Trail sends a notification about a new defect report to the responsible person, users added to the item’s department and location information, and the item responsible person when the defect report is created. More information can be found here: Notifications