Changes to Master Data and VoiceForms

When changes are made to a host system's master data, corresponding edits will need to be made to the VoiceForms for any affected sites. For example, the step IDs found in the VoiceForms must be kept in sync with the assignment data sent to VoiceCheck from the host system. See VoiceForm Editor and Building Prompts for more information.

Users on VoiceCheck 1.7 or above should use VoiceForm versioning. See Create and Edit VoiceForms and VoiceForm and VoicePlan Web Services for more information on how to create VoiceForm versions.

The following chart shows how to address some common changes.

Data change You need to . . .

Changing prompt phrases and help messages
  • Edit the VoiceForm steps at any time to modify these phrases.
  • Note that changes may confuse a technician who reviews previous responses with new prompt wording.

Editing existing response option words for multiple list selection prompts
  • Edit the List Item Group to modify these items as long as the Items Key (Group Code) does not change.
  • Note that an existing group cannot be modified if it is referenced by VoiceForm step.

Adding a new response option to an existing list
  • Edit the List Item Group to add another item code and text value.
  • Note that an existing group cannot be modified if it is referenced by VoiceForm step.
  • Ensure that the host system is updated to expect the new value.

Adding a new inspection check
  • Add the step information in the createAssignment web service message and import to VoiceCheck.
  • Add the step with the correct step ID to the VoiceForm using the VoiceForm Editor.
  • If you define the new step with a multiple list selection prompt, edit the List Item Group to add the relevant response options with a new item code.
  • Note that an existing group cannot be modified if it is referenced by VoiceForm step.

Adding completely new materials to be inspected by your technicians
  • Create any new steps needed with the correct step IDs to the VoiceForm using the VoiceForm Editor.
  • Edit the List Item Group to add new response options with new item codes if you define any new steps with multiple list selection prompts.
  • Note that an existing group cannot be modified if it is referenced by VoiceForm step.
  • Use the createAssignment web service message to import all required data for the new inspection plan to VoiceCheck.

Correcting misspoken prompts

Changing a step ID
  • Create a new step instead and save your VoiceForm
  • Leave the original step in place until it is no longer referenced by any assignments in the system.
  • Update web service messages to include the new step where needed.

Changing prompt types, conditions, or display IDs within a step
  • Wait until all assignments are completed, exported, and purged from VoiceCheck. This method ensures that the step is no longer referenced by any assignments in the system.
  • Edit the VoiceForm to make the necessary modifications.
  • If the step you want to modify is referenced by another step in a condition statement or display setting, the prompt type cannot be changed.

Deleting a step
  • Wait until all assignments are completed, exported, and purged from VoiceCheck. This method ensures that the step is no longer referenced by any assignments in the system.
  • Select the step in the VoiceForm Editor, and click the Delete selected steps action link.
  • A step cannot be deleted if it is referenced by another step in a condition statement or display setting.
  • Save your VoiceForm files and import them to the proper location on the VoiceCheck server.

Be extremely careful when changing or deleting information in a VoiceForm. Missing data can cause the Honeywell Voice Maintenance & Inspection Solution components to be out of sync and may result in the corruption of current and future assignments.