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How to set up a new monitoring task as a form?

With our flexible task builder, you can digitalize any kind of monitoring task. Create and assign them to your team members.

Please note: You can set up two types of monitoring checks in FoodDocs, a form or a checklist.

  • Form can have different inputs like choosing a product, temperature, date, etc.  
  • Checklists consist of written tasks that users can mark done.

Please note!

  • This feature is available only on a desktop. It means you cannot set up your monitoring tasks in our app solution.
  • App the best solution for your team to monitor daily tasks. Download it for your Apple iOS or Android devices and on your tablet.

Follow these steps to start setting up your monitoring task:

  • Go to Setup -> Monitoring checks -> Add task.
  • Name your monitoring task.
  • Choose Form.

How to create a monitoring task

Tip: To save time on sorting and completing the tasks with concrete rooms or equipment,  relate your tasks with your company’s equipment and rooms

  • For that, relate the task to the relevant room or equipment 
          Related to -> None/Rooms/Equipment.
  • Specify the Task frequency according to your company's needs

Please note:

  • If you don't find a suitable frequency from the dropdown, choose 'Custom frequency.' Read here how to set it up
  • For unregular tasks that you register once in a while, choose 'Not specified.'  They will be marked grey in your app.

  • Below you can see the exact timings and messages for each default frequency:

Frequency Timing Notification message
Annually At 2 pm on the due date You have tasks waiting in FoodDocs
Twice a year At 2 pm on the due date You have tasks waiting in FoodDocs

Four times a year

 At 2 pm on the due date You have tasks waiting in FoodDocs

Once a month

 At 2 pm on the due date You have tasks waiting in FoodDocs
Once a week At 2 pm on the due date You have tasks waiting in FoodDocs
Once a day At 2 pm on the due date You have tasks waiting in FoodDocs
Twice a day At 2 pm on the due date You have tasks waiting in FoodDocs
Once in 2 months At 2 pm on the due date You have tasks waiting in FoodDocs
Not specified Only when needed -
Custom According to the setup You have tasks waiting in FoodDocs

 

  • Specify Monitored by (responsible role in your team). 
  • Click ADD FIELD and start building up your monitoring task by adding all the needed fields one-by-one. 

    Food safety monitoring task
    • Enter temperature: create a title (e.g., Cooking temp.) and specify the temperature range (e.g., Minimum 75°C/ 145°F).  App view:

Food safety monitoring system

    • Enter a date: create a title (e.g., Expiry date or Order pickup date). App view:

Expiry date control

    • Enter amount: create a title (e.g., Amount). App view:

Food safety management system

    • Enter text: create a title (e.g., Batch no.). App view:

Enter batch number to trace your stock

    • Enter value: create a title (e.g., Listeria analysis) and specify the unit. App view:

Keep track of microbiological analyses.

    • Choose multiple answers: create a title (e.g., Corrective actions) and give options. App view:

Apply corrective actions.

    • Choose one answer: create a title (e.g., Supplier) and give options. App view:

Keep logs of deliveries.

    • Choose a product: create a title (e.g., Product). If you have added products/ recipes to Production, they will be shown in the dropdown list in your app. App view:

Log cooking temperatures.

    • Attach file: create a title (e.g., Attach file). App view:

Attach files to your food safety management dashboard.

 

If you want to verify all the monitorings made by employees, activate Verification.


This helps to ensure your staff completes their activities according to food safety requirements.