Purpose Statement
This feature enables Fire Prevention personnel to generate, print, and mail inspection reminder notices in bulk for upcoming scheduled inspections. It improves communication with property owners, ensures compliance with inspection schedules, and reduces manual administrative effort.
Background Information
The Print and Mail Inspection Reminder workflow integrates with the Inspections module and Form Builder to streamline bulk communication. Instead of manually creating individual reminder letters, users can:
- Create standardized reminder templates
- Select multiple scheduled inspections
- Generate and print reminders in bulk for mailing
This is especially valuable for agencies managing high inspection volumes or recurring compliance schedules.
Common Use Cases:
- Annual fire inspection notifications
- Scheduled inspection reminders
- Follow-up notices for pending inspections
Prerequisites:
- An Inspection Reminder template must exist in Form Builder
- Scheduled inspections must be available
- User must have appropriate permissions
Required Permissions
Users must have the following permissions:
- Inspections: View – Access inspection lists
- Inspections: Bulk Actions – Perform bulk reminder actions
- Form Builder: Access – Create/edit reminder templates
- Form Builder: Print – Generate printable documents
Video
Step-by-Step Guide
Step 1: Create or Verify Inspection Reminder Template
- Navigate to Inspections → Form Builder List
- Click Create Form (See the Knowledge Base for more info on Form Builder)
- Change the template category from Inspection Report to Inspection Reminder
- Enter a Form Name
- Add optional Notes
- Customize the template:
- Add a header
- Ensure a mailing address field is included
- Use the US Address Format tag for proper mailing layout
- Click Save
Tip: You can also edit an existing template by clicking the pencil icon
Step 2: Navigate to Inspections List
- Go to Inspections → Inspections List (can also perform in My Inspections)
- Use filters or search criteria (e.g., Scheduled inspections)
Step 3: Select Inspections
- Select one or more inspections that require reminders
Step 4: Initiate Bulk Reminder Action
- Click Bulk Actions
- Select Inspection Reminder
- Click Print for Mailing
Step 5: Choose Template and Print Settings
- Select your Inspection Reminder Template from the dropdown
- (Optional) Enable Double-Sided Print
- Automatically inserts blank pages where needed for proper duplex printing
- Click Print
Step 6: Print and Mail
- Review the generated document
- Print reminders
- Mail to property owners or occupants
Best Practices
Template Design
- Include department branding and contact information
- Use clear, concise messaging
- Ensure mailing address fields are correctly formatted
- Include inspection date/time and instructions
Bulk Processing
- Group inspections by type or area
- Double-check selected records before printing
- Process in manageable batches
Printing
- Use double-sided printing to save paper
- Verify layout before large print jobs
- Ensure printer settings match system output
Data Accuracy
- Confirm inspection records are complete
- Validate mailing addresses before sending
Troubleshooting & FAQs
Q: Inspection Reminder option is missing in Bulk Actions
A: Ensure:
- At least one inspection is selected
- You have Bulk Actions permission
- A reminder template exists
Q: Template does not appear in dropdown
A: Confirm the template category is set to Inspection Reminder
Q: Double-sided printing looks incorrect
A:
- Verify printer duplex settings
- The system inserts blank pages automatically for alignment
Q: Missing data in printed reminders
A:
- Check template field mappings
- Ensure inspection records contain complete data
Q: Can I customize reminders for different inspection types?
A: Yes, create multiple templates or tailor messaging within templates