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
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