Inspections
A guide to Inspection workflow.
This module allows users to conduct inspections, accurately assign corrective actions to responsible parties, and follow up on deficiencies. These Inspections may be conducted online via a user-friendly web interface or from the mobile app which allows for offline capabilities. You can configure automatic email notifications notifying users of completed Inspections and assigned actions. Inspections can be set to an automated schedule with fully configurable inspection cycles.
Inspection Workflow
Room inspection example
Location Tab
On the Locations tab, search for a User, Room, Group, or Asset. Upon making your selection, click on Confirm Selection to proceed.
You can select the entire scope or choose an inspectable object for conducting an Inspection.
Settings Tab
1. To change the default date, select Override and change the date. This is useful if an inspection was conducted on a previous day and it took time to enter it into the site.
2. From the Inspection Type dropdown, select the Inspection template that you wish to use.
3. Roster section: Inspectors can edit the roster for that company or group. To add users to the roster, type the email and hit Add button. If a user cannot be found, enter the email for the user and select the Add button. The user will receive a registration email asking them to register or for single sign-on alert them that they have been added to the site.
4. To remove roster members, select the red trash can next to their name.
5. In the row next to each roster member's name, you may optionally check to Receive Email If you wish to have an email notification sent to that user upon completion of your audit. If you do not select this, the Users will only receive a notification If a corrective action(s) has been found and assigned.
6. Verify that at least one individual has been appropriately assigned to each of the listed roles.
7. After each of the above steps has been completed, click Start Inspection.
Questions Tab
Questions for each audit are organized into Categories. Click the Category dropdown to expand and view/answer the questions. You may save your responses by clicking the Save button at any time.
Note: As you navigate from one category to another, the responses are automatically saved.
For each question, a pre-set group of responses are available. Selecting ‘At Risk, No, Corrected On-site’ can be configured to trigger a corrective action (1)
Responses are configured at the question level and vary from client to client.
For questions where no corrective actions have been assigned, but where you do wish to record a comment (e.g., “Great job," or “No action necessary but be careful/this needs improvement”), the appropriate place for such a comment is in the question comment box (2).
In the case of a question where an action-triggering response is entered and a Corrective Action is generated, the question will expand to reveal the Action area.
If needed, you can document additional instances of the same corrective action, which can be done by clicking Add+. Doing so will generate an additional action, which can be edited/completed as described.
Within the Corrective Action area, inspectors have a variety of options for editing the details of that action. From here, you may change:
(1) The assignee, (2) The days until due. In this view, you may also (3) Add comments or details for the corrective action (4) take photos to attach to the action.
Once questions for all the categories have been answered, tap the Save button to save all responses and proceed to the Notes tab.
The History button displays how many times this question generated a corrective action in the past for the client and when previously noted for that user.
Notes
In addition to any comments entered for questions or corrective actions, Inspectors can also enter notes via the Notes tab. These notes are generalized comments about the overall Inspection.
Review & Completion
Once all the questions/responses/actions/notes have been entered, you can either click 3. Review Inspection to display the review window, 1. Complete Inspection to complete and submit the inspection report, or if you wish to complete/submit it later, you may do so after making sure that all your responses have been saved 2. The Inspection can be found and reopened later via the Continue an Inspection link in the left navigation panel.
If you choose Review Inspection, a pop-up window appears which summarizes the entire Inspection, including any corrective actions that have been cited and assigned. Once you have reviewed the entire Inspection and are satisfied with the content, corrective actions assigned, etc., and are ready to submit it, click the green Complete Inspection button. All appropriate email notifications associated with this audit will now be dispatched, and the actions officially assigned to users.
Once the Inspection is completed, you are presented with a Simple View summary page, where all the corrective actions are listed. You can choose to see a Full View of the report using the toggle available at the top right corner. The Full View of the Inspection report contains complete details of the Inspection conducted like Inspection date, Inspector Name, Location, Organization/ Department; including Inspection scope details ( User, Room, Asset, Group), Inspection score, Inspection Roster, and Corrective actions assigned.
Inspection Follow up
Completed Inspection Follow up:
You may view inspections by User, Room, Asset, or Group on the Completed Inspections page. Further, under each tab, you may also filter by Inspection date using a custom date range. To review completed inspections, click Completed Inspections from the left menu.
For each corrective action, Inspectors can view both their original action notes and any notes entered by the assigned member upon completing it.
Open Inspection/Open Action Follow-Up
Inspectors can monitor Open Inspections and actions ( i:e. those that have not yet been addressed or closed) in two ways -
Select Corrective Actions from the left menu; this will direct you to the below Open Inspections tab.
You may filter Open Inspections using various options, all of which can be accessed by clicking Filter. For any listed audit, you may view its associated open actions by clicking the Manage icon. This will present a pop-up of the Inspection Management window.
Within the Inspection Management window, you can view all the corrective actions that have not yet been addressed for that Inspection.
Inspectors can also monitor Open actions by directly clicking on the Open Actions tab within the Corrective Actions page. This will redirect you to a table under the Open actions tab that lists all the corrective actions.
As with the Open Inspections tab, you can filter the Open Actions options available, all of which can be accessed by clicking Filter.
To view any listed open actions, click the icon next to the action’s due date. Click the Manage icon associated with an action to access its full details.
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