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Inspection Record - Completing the Checklist

Purpose Statement

The Inspection Checklist allows inspectors to systematically document inspection findings using configured questions and response types. Inspectors can record responses, document violations with remarks and images, manage associated codes, and duplicate questions when the same condition exists in multiple locations.

Background Information

Inspection Checklists organize inspection requirements into sections containing individual Inspection Questions. Depending on how the checklist is configured, questions may use different response types, including:

  • Standard Inspection Response
  • Single Select
  • Multi Select
  • Free Text
  • Grouped questions with subcategories

Additional tools allow inspectors to document findings with remarks and images, review associated codes, duplicate questions, and use bulk responses to complete applicable checklist items more efficiently.

Required Permissions

Users typically need permissions related to:

  • Inspection Record Access
  • Checklist Completion
  • Image Uploads
  • Associated Code Management, when modifying code visibility

Permissions may vary depending on agency configuration.

Video

Step-by-Step Guide


1. Open the Checklist

  1. From the Inspection Record, select Checklists.
  2. Checklist sections containing the configured Inspection Questions will display.

Select Checklists and Checklist sections with Inspection Questions will display.

 

2. Complete a Standard Inspection Response

  1. Open the applicable checklist section.
  2. Locate a Standard Inspection question.
  3. Select the appropriate Standard Inspection Response.

Click on Standard Inspection and select Standard Inspection Ressponse

 

3. Use Bulk Operations

  1. Select the bulk Pass or N/A option for the section.
  2. The selected response will be applied to all applicable Standard Inspection Response items in that section.

Note: The bulk action will not change checklist responses that were selected before using the bulk operation.

 

4. Review Individual Responses

  1. Review the responses populated by the bulk action.
  2. Select Pass, N/A, or another available response for individual questions as appropriate.

 

5. View Associated Codes

  1. Select the Information (i) icon for an Inspection Question.
  2. Review the associated code or codes.

Click on i to view associated code(s).

 

6. Edit Associated Codes

  1. Select Edit Associated Codes.
  2. These settings determine which associated codes appear on the printed Inspection Report.

Select to Edit Associated Codes.

 

7. Configure Associated Code Display

Within Edit Associated Codes, you can:

  1. Show or hide all associated codes on the report.
  2. Show or hide individual codes.
  3. Edit the Code Description text.
  4. Select Apply when finished.

 

8. Collapse or Expand Questions

  1. Select Collapse/Expand to hide or display the Inspection Question details as needed.

 

9. Add Remarks

  1. Select Remarks for the applicable Inspection Question.
  2. Enter information related to the finding or violation.
  3. Format the remarks using available options, including:
    • Font size
    • Bold
    • Italics
    • Underline
    • Strikethrough
    • Font color
    • Highlight color
    • Numbered lists
    • Bulleted lists
    • Links
  4. When adding a link, enter the complete address using http:// or https://.

See the related Knowledge Base article for information about adding Standard Remarks to a checklist.

Click on Remarks to add notes regarding the violation. See the Related Article on how to add Standard Remarks to your checklist.

 

10. Add Images

  1. Select Images for the applicable Inspection Question.
  2. Add an image from a file or camera.
  3. Add a caption when appropriate.

For Android or Windows devices:

  • Select Take Photo to use an available camera.
  • Select Choose Files to upload an image from device storage.

For iOS devices:

  • The system detects the camera automatically.

 

11. Edit Image Captions

  1. Select the applicable photo.
  2. Select Edit.
  3. Update the caption.
  4. Select Save.

 

12. Duplicate an Inspection Question

  1. Select Duplicate on the applicable Inspection Question.
  2. Use this option when the same question or violation needs to be documented for another location.

Click on Duplicate to duplicate the Inspection Question. Valuable for noting different locations for the same violation.

 

13. Complete a Duplicated Question

  1. Each duplicated question is identified as another instance, such as 2nd Instance.
  2. Complete the applicable Inspection Question options for each instance.

Each instance of duplication will be noted (e.g. 2nd Instance). All Inspection Question Options are present.

 

14. Complete Single Select Questions

  1. Navigate to the applicable checklist section.
  2. For a Single Select Inspection Question, select the appropriate response.
Click on next section and make appropriate selection. This is an example of a Single Select Inspection Question.
 

15. Complete Multi Select Questions

  1. Navigate to the applicable section.
  2. For a Multi Select Inspection Question, select all applicable responses.
Click on next section and make appropriate selection. This is an example of a Multi Select Inspection Question.
 

16. Complete Free Text Questions

  1. Navigate to the applicable section.
  2. Enter the appropriate information into the Free Text Inspection Question.
Click on the next section. This is an example of a Free Text type Inspection Question.
 

17. Complete Grouped Questions

  1. Navigate to a checklist section containing a Group Name.
  2. Review the subcategories within the group.
  3. Complete the applicable questions within each subcategory.
Click on the next section. This is an example of a Group Name added with subcategories in the checklist.
 

18. Document Ad-Hoc Violations

Use Ad-Hoc Violations when applicable to the inspection.

See the related Knowledge Base article for additional information about documenting Ad-Hoc Violations.

Ad-Hoc Violations. See the related Knowledge Base Article for more information on Ad-Hoc Violations.

Best Practices

  • Use Bulk Operations to efficiently complete routine sections, but review all responses for accuracy.
  • Remember that previously selected responses are not changed by a bulk operation.
  • Add detailed Remarks when documenting violations or findings that require additional explanation.
  • Include supporting Images when visual documentation helps explain a condition or violation.
  • Use descriptive image captions so the purpose of each photo is clear.
  • Use Duplicate when documenting the same Inspection Question in multiple locations.
  • Review Associated Codes to ensure the appropriate information appears on the printed Inspection Report.
  • Review all checklist sections before completing the Inspection Record.

Troubleshooting & FAQs

Why didn't the bulk Pass or N/A action update every question?
Bulk operations do not change responses that were selected before the bulk action was applied.

How do I control which associated codes appear on the printed Inspection Report?
Select Edit Associated Codes and choose which codes should be shown or hidden. You can also edit the Code Description before selecting Apply.

What's the difference between Single Select and Multi Select?
A Single Select question allows one response, while a Multi Select question allows multiple applicable responses.

How do I document the same violation in multiple locations?
Use Duplicate to create another instance of the Inspection Question. Each duplicate is identified by its instance number.

How do I add a photo to an Inspection Question?
Select Images and use the available camera or file-upload option for your device.

Can I change an image caption?
Yes. Select the photo, select Edit, update the caption, and select Save.

Where can I find information about Standard Remarks or Ad-Hoc Violations?
Refer to the related Knowledge Base articles for those features.