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Inspections List - Bulk Action: Print

Purpose Statement

The Bulk Action: Print feature allows users to efficiently generate and print multiple completed inspection reports simultaneously from the Inspections List. This functionality streamlines the process of creating hard copies for record-keeping, compliance documentation, or distribution to property owners and stakeholders, eliminating the need to print inspections individually.

Background Information

The Print bulk action is designed for fire prevention officers, inspectors, and administrative staff who need to generate physical copies of completed inspection reports. This feature is particularly valuable for departments that maintain paper records for compliance purposes, need to provide documentation to property owners, or require hard copies for court proceedings. The bulk printing capability significantly reduces administrative time and ensures consistent formatting across all printed inspection reports.

Required Permissions

Users must have the following permissions to perform bulk printing of inspections:

  • Inspections Module Access: View and manage inspection records
  • Bulk Actions Permission: Execute bulk operations on inspection lists
  • Print Reports Permission: Generate and download PDF documents from the system
     

Video: 


 

Step-by-Step Guide

Inspections have to be in one of the following statuses to allow Bulk Action - Print to function:

  • Completed

  • Completed with Fails

  • Completed with Citations

1. Use Advanced Search to filter you list of Inspections as needed.  In this example I have filtered the Inspections list by Address, Inspection Status (Completed, Completed with Fails, & Completed with Citations).  Note that the "Inspection Printed = No" filter and/or the "Inspection Emailed = No" are also useful to locate Inspections needed to be printed.

 
 

 
2. Select all or several Inspections to Print:
 
3. Select "Bulk Actions."
 
 

 

 
4. Select "Print."
5. A modal with options for the printing of your Inspections will open.  Select to include Linked Invoices (#1), Select to Include Linked Permits (#2), Toggle to use the Multi-Permit Form (#3), Select to use Double sided print (#4), and then Select "Print" (#5).
 
6. A PDF document with you print pages will be download.  Open and select Print.

 

 

Best Practices

  • Filter strategically: Use the "Inspection Printed = No" filter to avoid duplicate printing and maintain accurate records
  • Review selections: Double-check your inspection selections before initiating the bulk print to ensure you're printing the correct reports
  • Organize by status: Group inspections by completion status when printing to maintain logical document organization
  • Include relevant attachments: Consider including linked invoices and permits when printing for complete documentation
  • Use double-sided printing: Enable double-sided printing to reduce paper usage and create more compact documentation packets
  • Batch processing: Process inspections in manageable batches to avoid system timeouts and ensure successful PDF generation

Troubleshooting & FAQs

Q: Why can't I see the Print option in Bulk Actions? 

A: Ensure that all selected inspections have a status of Completed, Completed with Fails, or Completed with Citations. Inspections in other statuses cannot be bulk printed.

Q: The PDF download isn't working. What should I do? 

A: Check your browser's download settings and ensure pop-up blockers aren't preventing the download. Try refreshing the page and attempting the bulk print again.

Q: Can I print inspections that are still in progress? 

A: No, only inspections with completed statuses can be bulk printed. This ensures that only finalized inspection data is included in printed reports.

Q: What happens if I select too many inspections at once? 

A: Large batches may cause system timeouts. If you encounter issues, try reducing the number of selected inspections and process them in smaller groups.

Q: How do I know which inspections have already been printed? 

A: Use the "Inspection Printed = No" filter in Advanced Search to identify inspections that haven't been printed yet.