Access and update a maintenance logbook with Ubiqod Key

To provide efficient maintenance services, each individual asset of a company must own a maintenance book to track carried out inspections and operations. Historically, those manuals were paper based and unfortunately it is often still the case!

The digitization of maintenance logs allows to improve efficiency at several levels:

  • Be informed in real-time when a maintenance has actually been completed
  • Automatically provides a digital list of every past services without manual data re-entry (which is a huge time consuming tasks)
  • Helps to switch from reactive to preventive maintenance for managers since they can bind logs with maintenance scheduling software.

What we want to achieve

In this tutorial we explain how you can digitize the collect of inspection reports using dynamic QR codes (Ubiqod Keys) and an online form like Typeform.

Copy Typeform link

We want to equipped each asset with a Ubiqod Key, that will be scanned by the technician when finishing its intervention to access the inspection reporting form. Once the report is submitted, data is dipatched to the digital logbook and the manager receives a confirmation email.

Why use a dynamic QR code instead of a static one?

Dynamic QR codes enables to ensure the person is at the right place when scanning the QR code. Learn more about Ubiqod Key and dynamic QR codes

How to secure the access with Ubiqod Key?

When scanning the Ubiqod Key a secured token is generated and sent it to the form.

Then, you just need to retrieve the Ubiqod token and send a request to the checking API, to decide whether or not you log the report in the digital maintenance book (depending on the API response).

Before you start: requirements

Before starting, you need to:

Set up your Typeform

Connect to your Typeform account to create a new form.

Create the different fields corresponding to data you want to collect in your digitial logbook, for example:

  • Technician name
  • Date
  • Intervention type
  • Report details
  • Comments and recommandations for the following maintenance

Add also three hidden fields to retreive data from the QR code:

  • site: to log the position of the asset
  • asset: to get the identifier of the asset
  • ubiqodtoken: the Ubiqod token to secure the access

Create hidden fields

Those fields will be filled in with information stored in the QR code.

Now, configure the connection to your digital log book: you can either simply store data in a tabulated file or send it to your custom App using Typeform connectors.

Publish your Typeform and copy its url for next step.

Copy Typeform link

Set up your Typeform Redirect url

Connect to the Ubiqod platform and select the Settings > Redirect urls menu:

  • Press + New to create a new link
  • Give it a name "Inspection form" for example
  • Fill in the Typeform url.

Bind your hidden fields with Ubiqod data:

  • Click on the Tracker label checkbox and enter the name of the corresponding Typform field.
  • Do the same for the Site name checkbox
  • And finally with the Ubiqod Key validation token checkbox

Copy Typeform link

Save your job!

Configure a Ubiqod Key and fix it on the asset

Each asset is installed on a geographical location. In Ubiqod, we use Sites to identify locations and store the related Trackers including Ubiqod Keys.

Create a Site

Connect to the Ubioqd platform and select the Sites menu to create a new Site. Fill in its name and its position.

Edit the Ubiqod Key

Select Trackers > Ubiqod Keys menu and click on the Edit action of your Ubiqod Key. In the edition form, choose the previously created Site. Then, select the Action Redirect to a page and the Redirect url corresponding to your form.

Copy Typeform link

Congrats, you can try to scan your Ubiqod Key to access the form!

Test your app

  • Scan the dynamic QR code: you must be redirected to the form. Copy Typeform link
  • Fill in and submit the form: data is sent to your app.

Troubleshooting & Tips

My Ubiqod Key has not been initialized

Proceed to initialization before testing.

A red screen is displayed when scanning the dynamic QR code

See why in the FAQ

What about using Google Form?

If you want to implement the inspection report with a Google Form you can proceed in the same way as with Typeform.

To retrieve Google field references to pre-fill the Redirect url, you have to use the "Get pre-filled link" option in your Google Form: Google pre-fill link

  • Pre-fill responses in your form, then press 'Get link'
  • Copy the link and paste it in a text editor to identify each field reference in the generated url. Each field reference looks like : entry.xxxx
  • Use field references to edit your Redirect url in Ubiqod. Edit Redirect url