Setting up your monitoring workflow for the first time

There are few items which need to be set up before you begin monitoring with Landscape. They are:

  1. Building your form template
  2. Building your report template
  3. Adding the form to the necessary form libraries

Once these tasks are completed, a monitor will be able to start a site visit and use the form you built automatically. When the site visit is over, they will generate the final monitoring report using the report function. This article explains the monitoring workflow with pictures.  As a quick refresher: In Landscape, a monitor fills out a form as part of a site visit. They can fill out the form, take photos and add captions, and get a gps track with the mobile app, and/or add this data to the site visit from the desktop.  When the site visit is completed, the final .pdf report is generated using Landscape's report function.  What you need to do prior to the monitoring season is make sure the monitors all have access to the correct form and that the correct report will be generated.

 

1. Build your monitoring form template

Go to Settings --> Work --> Forms (must be an administrator).  From here you can build as many form templates as you need.  We include a couple of templates by default to help you understand how they work.  Feel free to delete these if you don't need them, or modify them/use them as guides. Most organizations have at least a 'Fee Monitoring Form' and a 'Easement Monitoring Form'.

For more on building forms, check out this video.  The most important thing to remember is that you do not need to include questions that Landscape already knows the answer to, or that are already included as part of a site visit record.  Questions you do not need to ask on your form therefore include: Monitor Name, Monitor Role, Site Visit Date, Site Visit Duration, Site Visit Summary, Site Visit Method, Landowner Name, Landowner Address, Property/Stewardship Site Name, Property/Stewardship Site Address. You only need to ask questions that pertain to that site visit specifically.

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2. Build your report template

From the dashboard, go to the 'Reports' tab.  An 'Annual Monitoring Visit' report template is included in all accounts.  You can edit this template directly, or (recommended) click on the check box next to it and click the 'copy' button to create a copy which you can then edit/experiment with, while still retaining the original in case you need to start over.  Note that this report template is in the 'Site Visits, Property Assets, and Other Work' category. For a good primer on reports, you can watch this video.

 

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You can then add your own logo, delete the helper text, insert fields that you want to see, etc.. You can also apply filters to repeatable fields (say, to only display contact information for active contacts tagged as 'Landowner'), specify how your photos are sorted, and specify the map size, among other things.  The default report template is really just to give you a good starting point.  Note that the 'Forms' section of the report template acts only as a placeholder for the form you just built.  You can specify the overall appearance of this section, but you won't see the actual form appear until you actually run the report from within a site visit record.

Building a report takes some trial and error.  Have a site visit record (even just a test record will do) with a few photos in it that you can use to generate the report and see how it looks.  You can then return to building the report, make some tweaks, and re-run the report on the test visit.  It can help to have multiple tabs open for this process (one open to the report builder, and one to the site visit record).

 

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3. Apply your form to the correct stewardship site form libraries.

If you skip this step, it means that monitors will need to manually attach the form you built in step one to each monitoring visit they create.  Follow the instructions in this article to apply the form to multiple site visit form libraries at once.  

 

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