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Inspection Report - Viewing, Printing, and Sending an Inspection Report

Purpose Statement

This feature enables users to view, print, and electronically send completed inspection reports to relevant parties. It provides flexibility in report formatting, attachment inclusion, and distribution methods to streamline communication and maintain compliance documentation for Fire/EMS inspection workflows.

Background Information

The inspection report functionality serves as the final step in the inspection process, allowing users to generate professional documentation of completed inspections. This feature supports multiple output formats and distribution methods, making it essential for compliance reporting, property owner communication, and record keeping. The system includes recent enhancements that prevent form changes after inspection completion, ensuring data integrity and audit compliance.

Important Update: As of March 11, 2024, inspection form editing capabilities have been enhanced to allow form updates without affecting previously completed inspections. Once an inspection form is selected and the inspection is completed, the form cannot be changed.

Required Permissions

  • Inspection Report Access: Permission to view and generate inspection reports
  • Form Selection: Permission to select different inspection forms (if applicable to your role)
  • Email Distribution: Permission to send reports via email
  • Attachment Management: Permission to include linked reports and attachments

Video


Step-by-Step Guide


NOTE: When Completing an inspection, you will see this pop-up modal.  Select continue to use the default form for the Inspection Type.  Once selected and the Inspection is Completed, the Inspection Form cannot be changed.  Select Cancel to select a different form.  See Step 2 below.





1. Click on Inspection Report.


Click on Inspection Report



2. Click on the Inspection Form to change the form. This is a set-up option and you may not be able to perform this function.


Click on the Inspection Form to change the form. This is a set-up option and you may not be able to perform this function.



3.  Select Continue to use the selected form.  Select cancel to select a different form.






4. Select what results you want to print on the sent report.


Select what results you want to print send on the report.



5.  Select to include any Linked Reports (Permits or Invoices).






6. Click on Include Attachments if desired to send attachments.






7. Click on expand (#1) then type in additional email addresses (#2) to send the report to if needed. Select CC to me to receive the report via email (#3).






8. Click on expand to display view pdf options.






9. Full screen example.


Full screen example.



10. Click on Print to print the report.


Click on Print to print the report.



11. Click on Download to download the report.


Click on Download to download the report.



12. The Inspection has to be in Complete Status to send via email. The user may have to schedule a reinspection to set the status to Complete.


The Inspection has to be in Complete Status to send via email. The user may have to schedule a reinspection to set the status to Complete.



13. Click on Send to send the report via email.


Click on Send to send the report via email.



14. Note banner after report sent.


Note banner after report sent.

Best Practices

  • Form Selection: Always verify the correct inspection form is selected before completing the inspection, as changes cannot be made afterward
  • Status Verification: Confirm inspection status is "Complete" before attempting email distribution
  • Recipient Management: Double-check email addresses before sending to ensure proper delivery
  • Documentation: Include relevant attachments and linked reports for comprehensive documentation
  • Preview First: Use the PDF preview function to review report content before printing or sending
  • Backup Copies: Consider downloading reports for local backup and record-keeping

Troubleshooting & FAQs

Q: Why can't I change the inspection form after completing the inspection? A: This is by design to maintain data integrity. Form selection must be made before completing the inspection.

Q: The Send button is not working. What should I do? A: Verify that the inspection status is set to "Complete." You may need to schedule a reinspection to change the status.

Q: Can I send the report to multiple recipients? A: Yes, use the expand function in the email section to add multiple email addresses.

Q: What happens if I don't have permission to select different forms? A: The system will use the default form for your inspection type. Contact your administrator if you need form selection permissions.

Q: Are attachments automatically included in sent reports? A: No, you must specifically select "Include Attachments" to add supporting documentation to the report.

Related Articles

  • Editing Inspection Forms Without Affecting Completed Inspections - Learn about the new form editing capabilities and effective dating features
  • Completing an Inspection - Step-by-step guide to finalizing inspection records
  • Managing Inspection Attachments - How to add and organize supporting documentation
  • Inspection Status Management - Understanding inspection statuses and when reports can be sent
  • Setting Up Email Notifications - Configure automated email settings for inspection workflows
  • Inspection Form Builder - Creating and customizing inspection forms
  • Scheduling Reinspections - Process for scheduling follow-up inspections