Purpose Statement
The Inspection Report allows users to review, print, download, and email an inspection report. Before distribution, users can control which results appear on the report and choose whether to include linked reports and attachments.
The Inspection Form should be verified before completing the inspection because once the inspection is completed, the selected form cannot be changed.
Background Information
The Inspection Report provides the final report generated from an Inspection Record. Users can preview the report, select the information to include, print or download a copy, and send the completed report by email.
When completing an inspection, a confirmation modal allows the user to:
- Select Continue to use the selected/default Inspection Form.
- Select Cancel to return and select a different form when the Inspection Type configuration allows form changes.
Once the inspection is completed, the selected Inspection Form cannot be changed.
Important: An Inspection must be in Complete status before the report can be sent by email.
Required Permissions
Users need access related to:
- Inspection Report Access
- Form Selection, when the applicable Inspection Type allows form changes
- Email Distribution
- Attachment Management
Available functionality may vary based on agency configuration and user permissions.
Video
Step-by-Step Guide
1. Open the Inspection Report
- From the Inspection Record, select Inspection Report.
2. Review or Change the Inspection Form
- Review the selected Inspection Form.
- If necessary, select the Inspection Form to choose a different form.
Note: Changing the Inspection Form is a setup option. Depending on the Inspection Type configuration, you may not be able to change the form.
3. Confirm the Inspection Form
When completing the inspection:
- Select Continue if the selected form is correct.
- Select Cancel if you need to return and select a different form.
Important: Once the Inspection is completed, the selected Inspection Form cannot be changed.
4. Select Report Results
- Choose which results you want to include on the report.
5. Include Linked Reports
- Select any Linked Reports you want included.
Linked reports may include:
- Permits
- Invoices
6. Include Attachments
- Select Include Attachments if attachments should be included when sending the report.
7. Add Email Recipients
- Expand the email recipient section.
- Enter any additional email addresses that should receive the report.
- Select CC to me if you want to receive a copy by email.
8. Preview the PDF
- Expand the PDF section to display the available viewing options.
- Review the report before printing, downloading, or sending.
9. View the Report in Full Screen
- Use the available PDF viewing option to review the report in full screen when needed.
10. Print the Inspection Report
- Select Print to print the report.
11. Download the Inspection Report
- Select Download to download a copy of the report.
12. Verify the Inspection Status Before Emailing
- Confirm the Inspection is in Complete status.
Note: The Inspection must be Complete before the report can be sent by email. Depending on the inspection workflow, you may need to schedule a reinspection before the current Inspection can be placed in Complete status.
13. Send the Inspection Report
- Verify the recipients and selected report options.
- Select Send to email the report.
14. Confirm the Report Was Sent
- After sending, review the confirmation banner indicating the report was sent.
Best Practices
- Verify the correct Inspection Form before completing the Inspection.
- Preview the PDF before printing, downloading, or sending the report.
- Review the selected report results to ensure the appropriate information is included.
- Confirm whether linked Permits or Invoices should be included.
- Select Include Attachments when supporting attachments should accompany the emailed report.
- Verify all additional recipient email addresses before selecting Send.
- Use CC to me when you need an emailed copy of the report.
- Confirm the Inspection is in Complete status before attempting to send the report.
Troubleshooting & FAQs
Why can't I change the Inspection Form?
The ability to change forms depends on the applicable Inspection Type configuration. Additionally, once the Inspection has been completed, the selected Inspection Form cannot be changed.
What should I do if I notice the wrong form before completing the Inspection?
Select Cancel from the confirmation modal, return to the Inspection Report, and select the correct form if your Inspection Type allows form changes.
Why can't I send the Inspection Report by email?
Confirm that the Inspection is in Complete status. The report cannot be emailed until the Inspection is Complete.
Can I send the report to additional recipients?
Yes. Expand the email recipient section and enter the additional email addresses.
Can I receive a copy of the emailed report?
Yes. Select CC to me before sending.
Are attachments automatically included?
No. Select Include Attachments when attachments should be included.
Can I include related Permits or Invoices?
Yes. Use the Linked Reports options to select applicable Permits or Invoices.
Can I review the report before sending it?
Yes. Expand the PDF viewing options to preview the report before sending, printing, or downloading it.