Each type of survey has its own ‘spreadspeet’ page, where the data is presented in a table format. Each survey has its own set of data, but the filters and buttons on the spreadsheets are similar in all cases.
- The inspections can be filtered by Site, by Survey and by Reference.
- Optionally, further searching/filtering is possible based on the survey data.
- The table can be sorted by any column.
- The table’s columns can be re-arranged.
- The table can be exported as PDF reports, Excel spreadsheets, GIS formats or as CAD/DXF files.
For example:
Viewing the Trees/Assets
The inspections can be filtered by Site, by Survey and by Reference.
- Site Filter: The Site dropdown box at the top of the page allows you to view the inspections for all sites or for a selected site. When a site is selected, the table is restricited to:-
- All the assets/trees that are part of the surveys for the selected site, and
- All the other assets/trees that are geographically within the site’s boundaries – even if they are also part of another site.
- Survey Filter: The Survey dropdown box lists all the surveys that have been carried out on this site. The survey prefixed by an ‘*’ are active and can be updated, the others are read-only. Selecting one of these surveys changes what is shown on the spreadsheet. The options are as follows:
- Show the most recent survey data for each item regardless of which survey it is a part of. The survey’s reference is shown in one of the spreadsheet columns.
- Show only those trees/items that were inspected as part of a selected survey.
- Show all inspections from all surveys. An tree or item of furniture may be shown multiple times on the spreadsheet if it has been inspected as part of several surveys. This is most useful when the item’s reference is also filtered in the ‘Column filtering’ (see below).
- Reference Filter: The spreadsheet can be easily searched or filtered by reference. Just type in all or part of the Reference, and as you type each letter, the grid shows only those items whose reference contain the filter pattern.
- Data filtering:
- Optionally, you can also apply Search filters to the various columns on the table. Press the Search button at the top of the table. Setup rules that will filter the data shown in the table. You can setup search filters on several columns at once by adding new search rules. For example: “Only show Ash trees that have life stage of Over Mature”. Press the Search button to apply the search. Once you are happy that the data in the table looks correct, press the Close button.
- Refreshing the page on the browser, or selecting a new site or survey will clear all the data filtering.
- Optionally, you can also apply Search filters to the various columns on the table. Press the Search button at the top of the table. Setup rules that will filter the data shown in the table. You can setup search filters on several columns at once by adding new search rules. For example: “Only show Ash trees that have life stage of Over Mature”. Press the Search button to apply the search. Once you are happy that the data in the table looks correct, press the Close button.
- Column sorting: The table can be sorted by clicking on a column name.
- The small blue triangle appears beside the column name to show whether the values are shown in ascending or descending order.
- Column show/hide:
- Columns can be re-arranged by simply dragging the column name to a new position.
- Click on the ‘Table Layout’ icon at the top of the table to show, hide and re-order multiple columns.
- We try to remember the ordering so that we can restore it when you come back to this page.
- The ‘Restore Layout’ icon forgets all your ordering and restores the table to the OTISS defaults.
- NB: this arrangement of the columns is just for use on the webpage to make it easier for you to review the data. The Excel reports do not use this arrangement – they have their own.
Working with Inspections
Survey data can only be created or updated when (a) the survey is in the Active state and (b) the current user is assigned to the survey – otherwise the survey data can only be viewed and the buttons and icons will be greyed out or missing.
- New: At the top of the table there is a button to create a new tree or furniture item – with all the inspection data.
- All items must have a reference and the reference must be unique within the site.
- You must also enter a valid set of location coordinates. These are entered in the standard Well Known Text (WKT) representation for GIS objects. We don’t expect that you will ever need to edit these coordinates directly. It is recommended to use the Map to create new items, and to change the shape and location on the Map page. Valid formats are as follows:-
- POINT (x y)
- LINESTRING (x1 y2, x2 y2, x3 y3, …)
- POLYGON ((x1 y2, x2 y2, x3 y3, …, x1 y1)) – NB: the last set of coordinates must be the same as the first.
- You must select which active survey this new inspection will be a part of. The list of active surveys is on the form’s General tab.
At the left hand side of each row on the table, there is some icons to carry of the following commands. Depending on the table and your permissions, some or all for the following icons will appear.
- Edit: The inspection record can be edited and saved.
- This feature changes the data on the selected inspection. This allows extra information to be added or existing values to be changed.
- Note: there is no audit trail of these edits. The audit trail is kept for the different inspections carried out in different surveys.
- Replicate: Same as New, but first copies the values from the currently selected item.
- This feature is especially useful for creating avenues and groups of similar trees.
- Remember to update the reference and location coordinates!
- Re-survey : Create a new inspection record for the selected item.
- In this case: the item’s reference, type, position, etc. will (normally) remain unchanged – its the same tree/item!
- You must select which active survey this new inspection will be a part of. The list of active surveys is on the form’s General tab.
- The initial values are copied from the selected inspection – you should change these as required.
- The original inspection is unchanged and so an audit trail is maintained of inspections carried out for different surveys.
- Delete: This will delete the selected inspection.
- A pop-up form asks you to confirm the deletion and to remind you that this action cannot be undone.
Exporting data
The Reports button (at the top of the table) provides a dialog to select various ways of reporting or exporting the data in PDF, Excel, GIS and CAD formats.
- OTISS provides a powerful system to provide you with a range of Excel reports with data tables and summary charts. This feature is available on all survey modules – TreeSafety, BS5837, Estate Management, etc.
- High quality maps and printouts can be prepared using your own CAD application to combine your existing maps and site plans with the DXF files provided by OTISS. Read CAD/DXF for trees or CAD/DXF for BS5837.
- For GIS users, we can also provide your data in GIS standard formats.