Skip to main content

EnviroAutomate User Guide

Complete user guide covering workflow navigation, task management, client reports, and platform best practices

J
Written by James Pepplinkhouse
Updated over a week ago

EnviroAutomate User Guide

EnviroAutomate is a comprehensive environmental data management and reporting platform.

Table of Contents

  1. Overview

  2. Key Concepts

  3. Workflow Navigation

  4. Tasks Management

  5. Clients Management

  6. Scientific Settings (Read-Only)

  7. Tips for Effective Use

  8. Getting Help

Overview

EnviroAutomate is a comprehensive environmental data management, workflow and report automation platform designed to streamline environmental investigations, testing, and reporting. This guide covers how to navigate and utilize the features available to standard users.

Key Concepts

What Users Can Access

  • Dashboards and workflow management

  • Action Items and Schedules

  • Sites, Projects, and Fieldwork Tasks

  • Client Reports and Documents

  • Client Management

  • Read-only access to Scientific Settings (cannot edit)

What Users Cannot Access

  • Scientific Settings editing (Analyte Groups, Analyte Suites, Investigation Levels, Guidelines, Receptors, Receptor Groups)

  • System Settings (Tenants, Tenant Offices, Users, API Keys)

Changes to the above setting can be made by your Tenant Admin(s).

Workflow Navigation

Dashboards

The Dashboards section provides an overview of your current activities and key metrics.

Accessing Dashboards:

  1. Click "Dashboards" in the left sidebar under the WORKFLOW section

  2. View your personalized dashboard with relevant information

  3. Use dashboard widgets to monitor ongoing projects and tasks

What You'll See:

  • Overview of active projects

  • Pending high priority action items

  • Recent activities

  • Key performance metrics

Action Items

Action Items represent tasks that need to be completed within your workflow.

Managing Action Items:

  1. Navigate to "Action Items" in the WORKFLOW section

  2. View all assigned action items with status indicators

  3. Click on an action item to view details and update status

  4. Filter by priority, assignee, or date

  5. Mark items as complete when finished

  6. Add notes to items for tracking progress

Status Types:

  • Open: Action item awaiting work

  • In Progress: Currently being worked on

  • Completed: Task finished

  • On Hold: Temporarily paused

  • Cancelled: Item no longer needed

Schedule

The Schedule section helps you manage timelines and deadlines.

Using the Schedule:

  1. Click "Schedule" in the WORKFLOW section

  2. View upcoming scheduled events and milestones

  3. Add new projects, fieldwork tasks or report tasks from this screening by clicking the "+ New Project" button

  4. Track project timelines. Click on a project, fieldwork task or report task visible in the schedule to go straight to it.

Tasks Management

Sites

Sites represent physical locations where investigations or testing occurs.

Working with Sites:

  1. Navigate to "Sites" in the TASKS section

  2. View all sites associated with your organization

  3. Click on a site to view details and associated projects

  4. Search for specific sites using the search bar

  5. Use filters to find sites by type, location, or status

Site Information:

  • Location details (address, coordinates)

  • Associated projects

  • Historical data and investigations

  • Contact information and property owners

  • Site status and access restrictions

  • Environmental conditions

Projects

Projects are comprehensive investigations or engagements at specific sites.

Managing Projects:

  1. Click "Projects" in the TASKS section

  2. View all projects with their status

  3. Click on a project to access project details

  4. View associated sites and fieldwork tasks

  5. Check project timeline and milestones

  6. Access project documentation

  7. View project team members

Project Details Include:

  • Project scope and objectives

  • Timeline and schedule

  • Associated sites

  • Team members and roles

  • Documents and reports

  • Client information

Fieldwork Tasks

Fieldwork Tasks are specific activities conducted in the field as part of projects.

Accessing Fieldwork Tasks:

  1. Navigate to "Fieldwork Tasks" in the TASKS section

  2. View tasks assigned to you or your team

  3. Select from an existing fieldwork task to edit or view existing fieldwork task details and select the task.

    • General Tab - General fieldwork task information is found in this tab. Update as required and click Save.

    • Field Data Tab - Enter this tab to see collected and collated fieldwork data for works completed. This data can be exported at anytime via the "Export Field Data" button.

    • Laboratory Data Tab - Load laboratory files (PDFs for later report compilation and CSV files for data processing) to the correct fields. Ensure that the Sample2e.csv and Chemistry2e.csv files are loaded for data processing into each lab file set (may be 1 or more). Click Save and the system will process the fieldwork and laboratory data. Note, laboratory files cannot be loaded until the fieldwork data has been submitted.

  4. Update task status as work progresses

Creating New Fieldwork Tasks:

  1. Navigate to "Fieldwork Tasks" in the TASKS section

  2. Click the "+ Create Fieldwork Task" button

  3. Enter the required information

  4. The "Dispatch Now?" tick box is selected by default. As soon as the fieldwork is created (by saving) the fieldwork task will dispatch to the assigned field technician (via the EnviroAuotmate app). This can be unticked and the form dispatched at a later time if desired. Fieldwork task forms can redispatched to the same or a new user at any time.

  5. Click Save. Your new fieldwork is now created.

Task Information:

  • Task Name - this should be a logic and short descriptor (e.g, Location_GME_March 2026)

  • Assign associated project site and project

  • Assigned personnel

  • Link a client report

  • Scheduled date start and due dates

Client Reports

Client Reports are formal documentation delivered to clients summarizing findings and recommendations.

Working with Client Reports:

  1. Click "Client Reports" in the TASKS section

  2. Search available report tasks by the search bar and/or the available filters.

  3. Access the desired report simply by clicking on it from the list.

    • General Tab - Shows the information relevant to the report task (name, site name, document code, project, etc). Update any information if required and click Save.

    • Draft Documents Tab - This is where you create your draft report.

      • Check out the document by clicking the "Check Out Document" button. The report draft will generate automatically.

      • Download you draft report (Word Document, Excel Tables, a draft PDF and/or a completed package (all files)).

      • Review and edit your files.

      • Load the updated draft word and excel files to the "Upload Word Document (.docx)" and "Upload Excel Document (.xlsx)" field, respectively.

      • Click the "Check In Documents for Review". The documents will now be assigned for final review and approval.

    • Review and Approve Tab - Download the files for review. If further changes are required, the reviewer can send back comments to the writer writer via the "Add a Review Comment" field and selecting "Request Changes", else the files can be updated (by anyone) and reloaded to the Draft Documents tab. To finalise the document and automatically PDF the report, select "Approve Final Documents". Once the document is approved, the fieldwork and report tasks will be automatically closed in the system.

Report Output Notes

  1. Ensure you have the correct Receptors, COPCs and Investigation Levels set up at the site level (Tasks/Sites/Edit) before you review the report. Each time a report draft is "regenerated" any changes to the draft documents will be lost. Edited files that have been loaded to the system can be downloaded at any time.

Documents

Documents section stores project files, references, photos, calibration certificates and supporting materials. Every document that is created and loaded to each site and project.

Managing Documents:

  1. Navigate to "Documents" in the TASKS section

  2. Browse documents organised by project

  3. Upload or attach relevant documents

  4. Search for specific documents

  5. Download documents for offline use

  6. View document metadata (upload date, author)

  7. Share documents with team members

Clients Management

Clients

The Clients section manages all client organizations and their information.

Working with Clients:

  1. Click "Clients" in the CLIENTS section

  2. View list of all clients

  3. Click on a client to view details

  4. See associated projects and sites

  5. Access client contact information

  6. Create new clients

Client Information:

  • Organization name and details

  • Contact persons and email

  • Phone numbers and addresses

  • Billing address

Client Offices

Client Offices represent individual office locations for large client organizations. Each client requires at LEAST one associated client office.

Managing Client Offices:

  1. Navigate to "Client Offices" in the CLIENTS section

  2. View offices for each client

  3. Associate offices with projects and sites

  4. Maintain office-specific contact information

  5. Track office location and jurisdiction

Client Report Configuration

This section allows viewing of report templates and formats configured for clients.

Accessing Client Report Config:

  1. Click "Client Report Config" in the CLIENTS section

  2. View report templates available for clients

  3. See report format specifications

  4. Reference template requirements

  5. Check client-specific reporting needs

Note: Configuration template and tenant setting (e.g. colours, fonts, order of ILs) modifications are restricted to administrators.

Scientific Settings (Read-Only)

As a standard user, you have read-only access to Scientific Settings. You can view but cannot edit the following:

Analyte Groups

Organize related chemical compounds for testing and analysis.

Analyte Suites

Collections of analytes grouped together for testing.

Analytes

Individual chemical compounds or substances being tested.

Laboratories

Certified testing facilities that perform analysis.

Laboratory Analytes

Shows which analytes each laboratory can test.

Guidelines

Lists Regulatory standards and documents used for contaminant investigation.

Receptor Groups

Organise receptors (human health, ecosystems or other).

Receptors

Potential receptors of of contaminants. There can be one or many receptors within a receptor group.

Investigation Levels

Contamination thresholds that trigger specific actions or responses. These are assigned based on selected COPCs and receptors at the Site level.

Understanding Investigation Levels:

  • Each level represents a specific contamination concentration

  • Levels are tied to specific analytes, guidelines, and receptors

  • Used to determine if further investigation or remediation is needed

  • Values are set based on regulatory requirements, site conditions and other information

  • Different levels may apply to different receptors (children vs. adults)

  • Matrix-specific (soil, groundwater, fresh water, air)

Tips for Effective Use

Best Practices

  1. Check your dashboard daily for updates and action items

  2. Keep site and project information current

  3. Log fieldwork data promptly via the digital field tool

  4. Review documents before submitting reports

  5. Use filters to find information quickly

  6. Search for specific items using keywords

  7. Organize documents by project systematically

  8. Update status regularly on assigned tasks

  9. Use "esc" to exit pages quickly, and "Cmd+S" (MacOS) or "Ctrl+S" (Windows) to quickly save information on any page.

Troubleshooting

Cannot find a project?

  • Check filters - may be hidden by status

  • Use search function with keywords

  • Verify you have access permissions

Missing documents?

  • Check the Documents section and search

  • Verify correct project selected

  • Contact document owner

Need to update information?

  • Click the edit button (pencil icon) in the Actions column found on many pages

  • Check required vs optional fields

  • Always save changes before moving to new pages

Permission denied?

  • You likely need admin access for that function

  • Contact your administrator

Getting Help

If you need additional assistance:

  • Check specific section guides in this documentation

  • Contact your administrator for access issues

  • Refer to in-app tooltips and help text

  • Use the search function (Ctrl+/) in Windows to find features

  • Contact EnviroAutomate support team via use of the "?" button (located in the top right next to the user profile) or check out the articles, videos and help documentation at https://support.enviroautomate.com/

Did this answer your question?