Manage Observations
The Manage Observation feature allows administrators to create fully customizable observations consisting of a defined number of tasks. These tasks can then be monitored and assigned to an Authorized Observer, Manager, or an Admin-selected Observer.
While creating an observation, administrators can set specific evaluation criteria, edit existing tasks directly from the dashboard, and publish the finalized observation to the LMS with a single click.
Admin Dashboard
From the dashboard, administrators can view and manage all existing observations. The following information and actions are available:
Observation ID – Unique identifier for each observation
Observation Title – Unique title for the observation
No. of Tasks – Number of tasks included within the observation
Status – Displays the observation’s status: Draft, Ready to Publish, or Published
Action Buttons:
Pencil Icon – Edit the observation
Publish to OCN – Publish content to the LMS
Delete Icon – Delete the observation (not allowed if a user has already started or requested it)
New Button – Create a new observation
Search Bar – Search through the list of observations
Creating an Observation
Administrators can create observations in two ways:
Manual – Full admin control over setup and configuration
Assisted – AI-assisted creation using Azure OpenAI, with admin adjustments.
Please note: This feature can be disabled.
Steps for Manual Observation
Step 1 – Provide Observation Details
Observation ID (system-generated and non-editable once created)
Observation Type (configurable labels from Manage System Labels)
Observation Title
Image Type (upload or URL)
Observation Description (supports rich text)
Step 2 – Add Tasks
Select tasks from a dropdown or create new ones
Rearrange task order using arrow controls
Task table includes:
Serial Number (S.No.)
Task Name
Task Description
Task Type (evaluation method)
Mandatory/Optional setting
Action icons (edit/delete)
Step 3 – Set Criteria
Capture Duration – Track time at observation level, task level, or both
Allow Upload of Evidence – Collect proof at observation level, task level, or both
Minimum Tasks Requirement – Define minimum tasks to complete (rules applied against mandatory and total tasks).Admins can define the minimum number of tasks a user must complete during the evaluation process. This setting is governed by the following rules:
The minimum number of tasks must be greater than the number of mandatory tasks.
It cannot exceed the total number of available tasks.
The value will be automatically updated based on the number of mandatory tasks selected on the previous screen.
Multiple Observers – Enable multiple observers for evaluation. Admins can enable this feature to allow multiple observers to participate in the evaluation of tasks and the overall observation process.
Please note that Multiple Observer functionality is applicable for the Admin selected observer and the Authorized Observer.
Observer Type – Select one of the following:
Admin-selected Observer (with rules based on single vs multiple observers). n Next screen admin can selects any user from the organization and make them observer for that observation.
Rules & Conditions:
If the observer type is set to Admin-Selected Observer and Multiple Observer is disabled, and if admin assigns more than one observer; so, in this case, the user will have the right to select which observer will conduct the evaluation.
If the observer type is set to Admin-Selected Observer and Multiple Observer is enabled, it becomes mandatory for the admin to assign more than one observer, and in this scenario, the user will not have the option to choose the observe
Manager (automatically assigned as the user’s manager from LMS data). if Admin selects manager then in next screen admin will not allow to select any one from the list and admin can complete the creation of observation Process and once observation is assigns to the user in Success Factors then their manager will directly become the observer for the observation.
Authorized Observer- when Admin Selects Authorized observer then in next screen admin can selects any one from the List of Authorized observer which can be manage by Manage Authorized Observer Screen.
Rules & Conditions: If the observer type is set to Authorized Observer and Multiple Observer is disabled, and if admin assigns more than one observer; so, in this case Authorized Observer (selected from managed list in Authorized Observer screen)
If the observer type is set to Authorized Observer and Multiple Observer is enabled, it becomes mandatory for the admin to assign more than one observer
Step 4 – Add Observers
Search and add observers by username or User ID
Selected observers are automatically updated in the table
If Manager type is chosen, this step is not editable(skipped)
Step 5 – Publish Observation
Once criteria and observers are assigned, click Publish to finalize
Steps for Assisted Observation
This feature utilizes Open AI to enable Assisted Observation, allowing users to create observations with AI-generated support. With this functionality, administrators can efficiently generate observation descriptions and tasks using Open Ai's capabilities.
Step 1 – Select Assisted Mode
Click “Add New Observation”
Choose Assisted Observation and proceed
In the Create Observation screen click on "Auto Fill Description" to generate Observation description using AI.
Step 2 – Generate Tasks with AI
Define the number of tasks to generate
AI generates:
Task Name
Task Description
Mandatory/Optional (default: optional, editable by admin)
Success Criteria
Failure Criteria
Other details can be manually edited by the admin
Step 3 – Set Criteria
Configure as in Manual Observation (duration, evidence, minimum tasks, observers)
Step 4 – Add Observers
Add observers by username or User ID
Updates automatically reflected in the table
Step 5 – Publish Observation
Finalize and publish to LMS with a single click
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