Field report by QR label (no login)

Anyone on site — a contractor, a visitor, someone from another plant — can scan a QR label with their phone and, without signing in, describe what they noticed (a leak, an oil stain, an unusual noise). The report is recorded as an event in the plant’s shift diary, marked as an unverified reporter; the shift then classifies it, adds to it, or archives it if it was a mistake. The feature is off by default and is switched on for your organisation by OPEREX (ask your contact); your organisation’s admin can switch it off.

Before you start

• Switching it on: OPEREX switches the feature on for your organisation — while it is off, the Master data → Field reports tab says so, and no labels can be issued.
• Permission to manage labels (and to switch it off): “Manage field reports” — field_report:manage. By default only the system administrator has it; on the Permissions page, in the Master data group, your organisation can pass it on. The same right is what lets you see the name and contact details a reporter entered — nobody else sees them.
• Permission to handle a report in the diary: supplementing or archiving a report needs the “Log event” right — event:create — and the diary must be editable (a closed diary can only be supplemented by a user with the correcting right).
• Photo (optional): a reporter can attach an image only if the plant’s event photo box is switched on — see Set up photos.

Switch it on and print the QR label

1. Open the Master data → Field reports tab. If the header says On, carry on; if it says Off, OPEREX switches it on — until then every QR label answers “not found” and no new label can be issued. With Turn off you can stop it yourself (e.g. during a wave of false reports); tokens already issued are kept and work again when it is switched back on.
2. In the plant row click Turn on for this plant. The plant token writes into that plant’s diary; its state is Active, Paused or Not turned on.
3. If you want a separate label for a technical location (so the report also records the location), click Add location token under Technical locations with their own QR label. You can also request the label from the Maintenance node page.
4. Print the labels: Print QR labels (PDF) (all of them) or Labels for this plant (PDF). The A4 sheet gives cuttable labels with your organisation’s logo and name, the plant (and location) name and the QR code. Copy link puts the report link on the clipboard.
5. Put the label up on site.

A QR label is a secret on the wall

Anyone who photographs the label can file a report. If a label falls into the wrong hands or you want to replace it, on the token row Pause stops it temporarily, New token makes the old label stop working immediately (you must print a new one), and Revoke ends it for good. A paused token’s label cannot be printed — resume it first.

What the reporter sees

Scanning the QR opens a “Field report” page — no login, on your organisation’s own address. There is one required field: “What did you notice?” (at least 3, at most 2000 characters). Optional are a photo (one image, up to 8 MB; JPG, PNG, WebP or HEIC) and the “Who is reporting? (optional)” block (Name, Contact (phone or email)). If they enter a name or contact, they must accept the privacy notice — otherwise they can leave both empty.

After Send report the reporter sees “Thank you, your report has arrived”. The page gives no information about the status of the report. If the label is no longer valid (switched off, paused or revoked), the page says “This report code cannot be found.” and points to the plant’s shift leader. If many reports arrive from one place in a short time, the page asks the reporter to try again in a few minutes.

If you scan the label yourself, signed in

If you are signed in and have the Log event right, the same QR takes you to the diary’s pre-filled event form (plant and location already filled in, labelled “From QR label: …”) — you are the reporter, under your own name. If you also have maintenance read access, a Technical location data sheet → link sits next to it. If you have maintenance read access but not the right to log events, you get the (public) report form.

If no diary is open

A report goes into the open diary of the token’s plant (one started within the last 16 hours that is still a draft). If the plant has none right now, the report stays pending and the next diary that opens picks it up — exactly once, whether someone starts the diary by hand or the system does it automatically. The card then reads “arrived while no log was open, added when this log opened”. A report is therefore not lost overnight or at a shift change.

The report in the diary: marking, supplement, archive

You find the reports on the diary’s Field reports card (with the count). Wherever a reporter’s name would stand, every screen shows “Field report — unverified reporter” — in the diary, in the PDF and in reports.

1. Supplement: click Supplement, write the Supplement text and, if you can, set the Type (classification) — for an HSE type the HSE severity is required — and the technical location. Save with Save supplement.
2. The supplement appears with your name and a timestamp under the report, and the classification is also written onto the event, so the diary, reports and a work-order request already see the refined data. The reporter’s original text stays unchanged; a supplement can not be edited or deleted afterwards.
3. False or spam report: click Archive as false report, give the Reason for archiving (3–500 characters, required) and click Archive. An archived report stays in the diary together with the reason, but is left out of the diary PDF, the Reports → Events list, its export and the technical location’s event list. It cannot be deleted.

If the report needs a repair, a work-order request can be opened from the event in the usual way — see Open a work-order request from an event. The name of the “Field report” event type can be renamed under Master data → Diary elements → Events → Event types; the manual event form does not offer this type — only the QR route sets it.

Data protection — what we store about the reporter

• Required is only the description (plus the time of submission and the token’s identifier). The name and contact are optional and can only be given together with accepting the privacy notice.
• Name and contact are stored separately and are visible only with the “Manage field reports” right. They do not go into the diary PDF, reports or the audit log.
• A photo is stored in the plant’s private storage through the usual event-photo path.
• ⚠️ What the system cannot do today: there is no screen to erase a name or contact on its own, and no automatic retention period — the report lives as long as the diary. Handling an erasure request is the organisation’s job as data controller; the gap is tracked on our development list.

Common problems

What you see	Why	What to do
After scanning: “This report code cannot be found.”	The feature is off, the token is paused or revoked, the label is old (since New token), or the plant/location is archived.	Master data → Field reports: check the master switch and the token’s state; print a new label for an old one.
“To give your name or contact details, accept the privacy notice — or leave both fields empty.”	A name or contact is filled in, but consent is not ticked.	Tick consent, or clear both fields.
“Photos cannot be attached for this plant.”	The plant’s event photo box is switched off.	Switch it on in the photo settings, or send without a photo.
“A reason is required for archiving (3–500 characters).”	The reason is empty or too short.	Write a reason of at least 3 characters.
“This report is archived — it cannot be supplemented.”	An archived report cannot take a supplement.	Archiving can not be undone; if it matters, log a new event.
No Supplement / Archive button	You lack the “Log event” right, or the diary is closed.	Ask your admin for the right; a closed diary can only be supplemented by a user with the correcting right.

Worth knowing

• The content of a report is unverified. The system says so with the marking everywhere; classification is done by a verified user (through a supplement).
• The token does not protect the content of a report, but which plant’s and location’s diary it can write into — the reporter cannot change that, and the system recognises your organisation from the web address.
• Reports are rate-limited against spam (quick repeated submissions, per label and per IP), but network-level protection is not finished yet; in case of abuse the token can be paused or replaced.

Related

Log an event in the diaryThe manual event form — the same event a report creates.

Open a work-order request from an eventIf the report needs a repair.

QR label, scanning and the mobile work-order listThe label on the location page, the search scanner, the “Mine” view.