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.
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.
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 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.
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.
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.
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.
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.
Room, Asset, and Groups, or their respective Types can have scheduled inspections based on the Template that is assigned to them.
As an administrator, navigate to the (1) Edit Inspection from the Left Navigation Pane then to the (2) Templates tab.
Click on the Green Pencil Edit Icon
From the Edit Template screen, navigate to the (1) Settings Tab and set the (2) Template Cycle specifically for this template, and hit save.
Now navigate to Data Manager and navigate to the Room, Asset, Group, or Respective Types where you set Pending Inspections from. Add that specific template you made the issued Template Cycle time frame, and if you do not set a Monthly first, Monthly Last, or Cycle Days from this menu, it will cater to the cycle set by the Inspection Template.
Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.
By assigning Pending Inspections Via a Room, Asset, or Group Type, an administrator can assign an Inspection Schedule to any Room, Asset, or Group that is assigned a type. This way a whole selection of Rooms, Assets, or Groups can be set on a schedule without having to individually assign the Inspection Schedule. These options can be done by an administrator through the Data Manager page from the Left Navigation Pane.
For a Room Type, navigate to the (1) Room Type Tab in Data Manager, and search for the Room Type you wish to set up on an inspection schedule. Then click on the (2) Red Calendar Check Assign Insp Icon.
From the Template Assignment screen choose the template to assign to the Room Type from the drop-down menu, then Click Add Template. Multiple templates can be added to the Room Type in the event that different inspections need to be conducted at stagger times.
Once the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:
Monthly First: The Inspection will be conducted at the beginning of the month
Monthly Last: The Inspection will be conducted at the end of the month
Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)
Assign Inspector: Select a specific Inspector to be assigned the inspection
To remove a template, form the list, click on the Red Trash Can next to the templates name
Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.
For a Asset Type, navigate to the (1) Asset Tab, and go to the (2) Asset Type Tab in Data Manager, and search for the Asset Type you wish to set up on an inspection schedule. Then click on the (3) Red Calendar Check Assign Insp Icon.
From the Template Assignment screen choose the template to assign to the Asset Type from the drop-down menu, then Click Add Template. Multiple templates can be added to the Asset Type in the event that different inspections need to be conducted at stagger times.
Once the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:
Monthly First: The Inspection will be conducted at the beginning of the month
Monthly Last: The Inspection will be conducted at the end of the month
Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)
Assign Inspector: Select a specific Inspector to be assigned the inspection.
To remove a template, form the list, click on the Red Trash Can next to the templates name
Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.
For a Group Type, navigate to the (1) Group Type Tab, in Data Manager, and search for the Asset Type you wish to set up on an inspection schedule. Then click on the (2) Red Calendar Check Assign Insp Icon.
From the Template Assignment screen choose the template to assign to the Group Type from the drop-down menu, then Click Add Template. Multiple templates can be added to the Group Type in the event that different inspections need to be conducted at stagger times.
One the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:
Monthly First: The Inspection will be conducted at the beginning of the month
Monthly Last: The Inspection will be conducted at the end of the month
Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)
Assign Inspector: Select a specific Inspector to be assigned the inspection
To remove a template, form the list, click on the Red Trash Can next to the templates name
Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu
Pending Inspections are a way for inspections to be scheduled future assessment on a reoccurring basis. These can be scheduled based upon the type of inspection being done, down to individual Rooms/Assets/Groups.
If a particular instance of a Room, Asset, or Group needs to be set on inspection schedule, an administrator can achieve this by going through the Data Manager screen.
For a specific Room, navigate to the (1) Room Tab in Data Manager, and search for the room you wish to set up on an inspection schedule. Then click on the (2) Blue Room Details Icon.
On the Rooms detail page, find the Inspection Template Schedule and click on the yellow edit pencil.
From the Template Assignment screen choose the template to assign to the Room from the drop-down menu, then Click Add Template. Multiple templates can be added to the Room, in the event that different inspections need to be conducted at staggered times.
One the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:
Monthly First: The Inspection will be conducted at the beginning of the month
Monthly Last: The Inspection will be conducted at the end of the month
Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)
Assign Inspector: Select a specific Inspector to be assigned the inspection.
To remove a template, form the list, click on the Red Trash Can next to the templates name
Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.
If a user has been given specific Inspection Permission for the Room in question, they can view all Inspections Pending on that Room, and can perform any of the pending inspections on that Room
For a specific Asset, navigate to the (1) Asset Tab in Data Manager, and search for the Asset you wish to set up on an inspection schedule. Then click on the (2) Blue View Details Icon.
On the Assets detail page, find the Inspection Template Schedule and click on the yellow edit pencil.
From the Template Assignment screen choose the template to assign to the Asset from the drop-down menu, then Click Add Template. Multiple templates can be added to the Asset in the event that different inspections need to be conducted at stagger times.
One the templates have been selected and added, the Schedule frequencies and assignable parties can be selected:
Monthly First: The Inspection will be conducted at the beginning of the month
Monthly Last: The Inspection will be conducted at the end of the month
Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)
Assign Inspector: Select a specific Inspector to be assigned the inspection.
To remove a template, form the list, click on the Red Trash Can next to the templates name
Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.
If a user has been given specific Inspection Permission for the Asset in question, they can view all Inspections Pending on that Asset, and can perform any of the pending inspections on that Asset.
For a specific Group, navigate to the (1) Group Tab in Data Manager, and search for the Group you wish to set up on an inspection schedule. Then click on the (2) Blue View Details Icon.
On the Group detail page, find the Inspection Template Schedule and click on the yellow edit pencil.
From the Template Assignment screen choose the template to assign to the Group from the drop-down menu, then Click Add Template. Multiple templates can be added to the Group in the event that different inspections need to be conducted at stagger times.
Monthly First: The Inspection will be conducted at the beginning of the month
Monthly Last: The Inspection will be conducted at the end of the month
Cycle (Days): The Inspection will happen at intervals of set days (Good for Quarterly, Bi-annually)
Assign Inspector: Select a specific Inspector to be assigned the inspection.
to remove a template, form the list, click on the Red Trash Can next to the templates name
Any Inspector who has inspections assigned to them will see them in the Pending Inspections Page from the Left Navigation Menu.
If a user has been given specific Inspection Permission for the Group in question, they can view all Inspections Pending on that Group, and can perform any of the pending inspections on that Group.