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Configure Advanced Settings: Defect List

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Objective

To configure advanced settings for the Defect List tool.

Background

If you're a Project Administrator, you may find it useful to customise a project's defect list options by using the Defect List's advanced configuration settings. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Defect List tool.
  • Additional Information:
    • Any changes to the Defect List tools settings are project-wide. This means that any changes will affect how the Defect List tool is used by other users in your project.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

 

Configure the Defect List Settings

  1. Navigate to the project's Defect List tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
    This reveals the tool's Settings page.
  3. From here, you can configure the following settings:
  • Standard Permission Defect Item Manager: Grant permissions to specific 'Standard' level users to act as a Defect Item Manager. See Grant a Standard User Permissions to Act as a Defect List Manager.
  • Default Defect Item Manager: Select the user you want to designate as the project's default Defect List Manager. See Configure the Default Defect Item Manager Role.
    Note: Only 'Admin' level users on the Defect List tool can be selected as Defect Manager. However, 'Standard' level users can also be selected if they have specifically been granted permission to act as a Defect Manager. See Grant a Standard User Permissions to Act as a Defect Item Manager.
  • Default Final Approver: Select the user you want to designate as the project's default Final Approver for defect list items. See Configure the Default Final Approver Role.
  • Note: Only 'Standard' and 'Admin' level users can be selected from this drop-down menu. 
  • Note: When creating a new defect list item, Procore prioritises the default Defect Item Managers and the Final Approver in the following order:
    • When creating an item from a template, the Defect Item Manager and the Final Approver defined in a Defect List template will take precedence.
    • If no Defect Item Manager and Final Approver are selected in a Defect List template, then Procore will default to the Defect Item Manager and Final Approver defined in the Defect List tool’s Configure Settings. 
    • If no Defect Item Manager and Final Approver are selected in the Defect List tool’s Configure Settings and the item was created by an 'Admin' level user on the project's Defect List, then Procore will default to the item's creator.
    • If no Defect Item Manager is selected in the Defect List tool’s Configure Settings and the item was created by a 'Standard' level user on the project's Defect List tool, then the item's creator must manually select a Defect Item Manager from the dropdown list.
  • Default Distribution: Select people from your directory to be included in your default distribution for all defect list items.
  • Defect List Items Private By Default: Check this box to make defect list items private by default. Items marked as 'Private' are only visible to the item's creator, assignee(s), defect item manager, final approver, members of the distribution list and all users with 'Admin' level permissions on the Defect List tool. This box is unselected by default.
  • Defect Item Response Will Be Due: Enter a number to signify how many days after the item's creation it will be due. The date will automatically populate in the "Due Date" field when creating a defect list item, but you will be able to change the date.
    Note: The due date respects which days are set as 'working days' for the project. See Set Project Working Days.

Configure the Default Defect Item Manager Role 

When you create a new defect list item in Procore, the system will automatically select the designated 'Default Defect Manager' on all new items. The item's Creator (or another user with the appropriate permissions) will have the option to edit the item's assigned Defect Manager. See Create a Defect List Item and Edit a Defect List Item.

Select a default Defect Item Manager for your project.
Note: If no Defect Item Manager is selected, Procore will automatically list the item's Creator as the Defect Manager if the Creator is an 'Admin' level user or a 'Standard' level who has been granted the appropriate permissions to act as Defect Item Manager.

  1. Select the user you want to designate as the Defect List Item Manager from the 'Default defect Item Manager' drop-down menu.
  2. Click Update.
    This action automatically sets the default defect Item Manager for all new created defect list items.

Grant a 'Standard' User Permission to act as a Defect Item Manager 

Users with 'Standard' level permission on the Defect List tool can also act as a Defect Item Manager if they have been granted permission.

  1. Select the 'Standard' level user from the 'Standard permission users who can act as a Defect Item Manager' drop-down menu.
  2. Click Update to save your changes.
    Note: This action adds the 'Standard' level user's name to the 'defect Manager' drop-down menu when a defect list item is being created.

Configure the Default Final Approver Role

When you create a new defect list item in Procore, the system will automatically select the designated 'Default Final Approver' on all new items. The item's Creator--or another user with the appropriate permissions--will have the option to edit the individual item's default Final Approver. See Create a Defect List Item and Edit a Defect List Item.

Select a default Final Approver for your project's defect list items.
Note: If no Final Approver is selected, Procore will automatically list the item's Creator as the Final Approver.

  1. Select the user you want to designate as the Final Approver from the Default Final Approver pick list:
  2. Click Update to save your changes.

Configure Emails

  1. Mark the 'Enable overdue emails for assignees' checkbox to send email reminders to assignees for their overdue defect list items.

  2. To edit the default email configuration, choose from the following options:

    • To exclude a role from receiving an email associated with a specific action, click into the corresponding checkbox to clear the selection.

    • To include a role in receiving an email associated with a specific action, click into the corresponding checkbox to mark the selection.
      Note: Dimmed checkboxes indicate that associated roles that cannot receive this notification. Actions marked with a warning icon (2019-02-26_11-10-38.png) indicate that associated notifications cannot be turned off.

punch-emails.png

Create defect Item Types

Add custom types to help categorise your project's defect list items.

  1. Enter a name in the Type text box under Defect Types.
  2. Click +Add.
    This action adds the type as a selectable option when you create a new defect list item. These types cannot be created on demand; as a best practice, Procore recommends adding all defect list item types to your project before you create a new item.

Defect List Templates

Procore and/or your Company Administrator has populated your project with default defect list templates. To view and/or manage these templates follow the steps below: 

  1. Navigate to the project's Defect List tool.
  2. Click Configure Settings icons-settings-gear.png icon.
    This reveals the tool's Settings page.
  3. Click the Defect List Templates subtab:
    This reveals the Defect List templates added to your project.
    Note: Company level templates are marked with a key icon.
  4. From here, you can configure the following options:
    • Template Name: Enter a Name for your template.
    • Default Trade: Select a Default Trade that will be associated with your template.
    • Default Defect Item Manager: Select a Default Defect Item Manager who will be associated with your template.
    • Default Assignee: Select a Default Assignee who will be associated with your template.
    • Default Final Approver: Select a Default Final Approver who will be associated with your template.
    • Active: Mark the checkbox to set your template to active; team members can only select active templates.
  5. To create a new template category:
    1. Click the Create Category button in the right panel.
    2. Enter a name for the category in the Name field.
    3. Click the Create button. The new category is added to the end of the list.

 For more information on Defect List Templates, see the related articles in the See Also section below:

Permissions Table 

  1. Click Permissions Table in the right sidebar.
  2. Set each user's permission for the Defect List tool according to your preferences.  
    • green-check.png Access
    • red-x.png No Access
  3. For a list of what users can do at each permission level in Defect List, see Defect List Permission Matrix. 
  4. In the example screenshot below, the user has 'Standard' level permissions.

    user-permissions2015-05-27_14-56-46.png