---
layout: '@/layouts/DocsLayout.astro'
source: pirform
description: Learn how to work with observations and limitations in your Shine Forms certificates.
---


Observations and limitations can be entered by the engineer and are also created by [Shine Forms' Intelligence feature](https://www.shineforms.co.uk/docs/intelligence) or from the [inspection schedule](https://www.shineforms.co.uk/docs/inspection-schedule).

# Observations

Observations are shown as a list. Clicking on an observation will reveal any [photo](https://www.shineforms.co.uk/docs/photos-and-documents) that is attached beneath the observation list.

![Examples of observations in Shine Forms](https://www.shineforms.co.uk/docs/_img/observations-examples.png)

## Observations ribbon section

The ribbon section allows you to:

- Add a new observation
- Copy an existing observation
- Delete an existing observation
- Export your observations to [Excel](https://www.shineforms.co.uk/docs/save-to-excel)
- Attach, edit, or remove [photos](https://www.shineforms.co.uk/docs/photos-and-documents) against the currently selected observation

![Observations ribbon section in Shine Forms](https://www.shineforms.co.uk/docs/_img/observations-ribbon.png)

## Observations list

The observations list shows the following columns:

| Column | Description |
|--------|-------------|
| From | Shows how the observation was created. |
| Details | Shows the main text of the observation. |
| Suppress Details | Controls whether the text in _Details_ will appear on the PDF. |
| Comments | Allows entering additional text that will appear on the PDF. |
| Location | The part of the certificate/installation to which the observation applies. |
| Code | The coding that is assigned to the observation. |
| Further Investigation | Indicates whether further investigation is required. |

Click **Add Observation** in the ribbon to add a new observation. This will have the type **User** and you can enter text you want to appear on the PDF into the **Details** section.

## Changing the observation text

You cannot change the text in the **Details** for observations created by Shine Forms. However, you can add any text you want to appear on the PDF into the **Comments** section. If you want the text in the **Details** section not to appear on the PDF, tick **Suppress Details**. The details text will then appear formatted with a strikethrough.

If you want an observation not to appear in the PDF, remove any text from the **Comments** section and tick **Suppress Details**. The whole row will then appear formatted with a strikethrough.

## Setting the observation location

When Shine Forms adds an observation, it will automatically set the location for you. When you set the location of an observation, Shine Forms shows you the locations available in the certificate. You can enter your own text in the **Location Text** area at the bottom.

![Setting the observation location in Shine Forms](https://www.shineforms.co.uk/docs/_img/observations-location.png)

## Ordering observations in the PDF

Shine Forms allows you to adjust the order that the observations appear on the PDF. The options are:

| Option | Description |
|--------|-------------|
| Board Order | The observations appear in the same order as the boards. |
| As Added | The observations appear in the order they were added. |
| Severity Then Board Order | The observations appear ordered first by severity and then by the order that the boards appear. |
| Severity Then As Added | The observations appear ordered first by severity and then by the order that they were added. |

You can change this order for an individual certificate from the **Certificate Details** section of [Certificate Options](https://www.shineforms.co.uk/docs/options#certificate-options).

![Certificate options for ordering observations in Shine Forms](https://www.shineforms.co.uk/docs/_img/observations-certificate-options.png)

You can set the default order that will be assigned to all new certificates from the **Boards and Circuits** section of [Shine Forms Options](https://www.shineforms.co.uk/docs/options#shine-forms-options).

![Shine Forms options for default observation order](https://www.shineforms.co.uk/docs/_img/observations-pirform-options.png)

## Retaining observations during recoding

When coding a schedule item, Shine Forms automatically adds a linked observation as required (such as a coding of C1, C2, C3, or X). If you later change the coding of the linked observation, Shine Forms will then change the schedule item accordingly. If you change it so an observation no longer applies, say to PASS, then Shine Forms will remove the observation that it has added.

However, sometimes you might want to retain an observation even if the schedule item no longer applies. For example, when you want to retain it and add a comment that it has been rectified. You can now tell Shine Forms to retain observations during recoding using **Retain Recoded** in the ribbon. This works from both **Observations and Recommendations** as well as the **Inspection Schedule**. You can see this in action below.

![Animation showing retaining observations during recoding in Shine Forms](https://www.shineforms.co.uk/docs/_img/observations-retain-recoded.gif)

# Limitations

Similarly to observations, limitations may be created by the user or by [Shine Forms' intelligence](https://www.shineforms.co.uk/docs/intelligence) or from the [inspection schedule](https://www.shineforms.co.uk/docs/inspection-schedule).

![Limitations section in Shine Forms](https://www.shineforms.co.uk/docs/_img/limitations.png)

You can add to limitation text created by Shine Forms by entering your text in **Comments**. Tick **Suppress Details** to show only the text in **Comments** in the PDF. Ticking **Suppress Details** without entering any text in **Comments** will mean the limitation does not appear in the PDF.