Purpose Statement

The Reopen Inspection feature allows authorized users to re-open previously completed Inspections when modifications or corrections are needed. Re-opening an Inspection creates a new version while preserving the original completed Inspection in an archived state, enabling users to make necessary updates while maintaining data integrity and audit trails.

This ensures that Inspection records remain accurate while providing full visibility into historical changes and maintaining compliance standards.

Background Information

Reopening a completed Inspection is useful when an Inspection was marked complete too early or when permitted changes must be made after completion.

Key points to understand before reopening an Inspection:

• The original Inspection must already be in a Completed status.
• Users can start this process from either the Inspections List or My Inspections.
• A reopen option is only visible to users with the required permission.
• An Inspection cannot be reopened if there are associated Re-Inspections after the selected Inspection that are Completed, Ready for Review, or In Progress.
• If future associated Re-Inspections are Scheduled or Cancelled, the system will delete them after user confirmation.
• When an Inspection is reopened:
  • The completed Inspection is archived
  • A new Inspection is created in In Progress status
• Only the most recent Inspection appears in lists and reports.
• A visual indicator is displayed on reopened Inspections.

Required Permissions

Users must have the Re-Open Inspection permission enabled in their assigned user role to access this functionality.

If the Re-Open option is not visible within Inspection actions:

• Verify that your user role includes the Re-Open Inspection permission
• Contact your system administrator to request access if needed

Ensure permissions are correctly configured before attempting to reopen a completed Inspection.

Video

Step-by-Step Guide

1. Navigate to Inspections

   • Open either the Inspections List or My Inspections.

   • Locate the completed Inspection you want to reopen.

     
     
      

2. Locate the Reopen icon

   • Find the completed Inspection.

   • Confirm the Reopen icon is visible (permission required).

     
     
      

3. Click Reopen

   • Select the Reopen icon to begin the process.
   • The system will validate whether the Inspection meets reopening requirements.

    

4. Review Restrictions (if applicable)

   • The Inspection cannot be reopened if later Re-Inspections exist in:
     • Completed
     • Ready for Review
     • In Progress
   • These must be removed before proceeding.

   • Scheduled or cancelled future Re-Inspections will be deleted after confirmation.

     
     
      

5. Confirm Reopen Action

   • Confirm that you want to reopen the Inspection.
   • Enter a required reason for reopening.

   • Click Reopen.

     
     
      

6. Confirm Timer Restart (if applicable)

   • If timers are enabled, confirm the timer restart prompt.

     
     
      

7. Review Reopened Inspection

   • Inspection returns to In Progress status.
   • A reopen indicator appears at the top of the page.

   • A new Inspection record is created.

     
     
      

8. Update Allowed Fields

   • You may edit:
     • Checklist items
     • Attachments
     • Inspection type
     • Scheduled date/time
     • Assigned user
     • Shift
     • Fire station
     • Notes

     • Signatures

       
       
        

9. Understand Restricted Fields

   • The following cannot be edited:
     • Inspection contact
     • Occupancy

     • Pre-plan information

       
       
        

10. Complete the Inspection
    • Make necessary updates.
    • Add signatures.

    • Complete the Inspection.

      
      
       

11. Close or Exit Inspection before completing
    • Close the Inspection or return to the Inspections list.
    • Continue using available actions as needed.

Best Practices

• Verify that reopening is necessary before proceeding.
• Check for existing Re-Inspections to avoid errors.
• Provide a clear and descriptive reason for reopening.
• Communicate with team members if Re-Inspections will be removed.
• Complete updates promptly after reopening.
• Contact Support if historical rollback is required.

Troubleshooting & FAQs

Why don’t I see the Reopen option?
You may not have the required permissions, or the Inspection is not completed.

Why can’t I reopen the Inspection?
There are likely associated Re-Inspections in restricted statuses that must be addressed first.

What happens to future Re-Inspections?
Scheduled or cancelled Re-Inspections are deleted after confirmation.

What status is the Inspection after reopening?
It returns to In Progress.

Is the original Inspection deleted?
No. It is archived and preserved.

Can all fields be edited?
No. Certain fields like occupancy and pre-plan are restricted.

Can I restore the archived version myself?
No. This must be done by Support.