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Adding a Single Code to the Code Organizer

Purpose Statement

The Code Organizer allows agencies to create and manage inspection codes used in prevention workflows. Adding a single code enables users to standardize inspection documentation, improve reporting accuracy, and streamline data entry during inspections.

Background Information

The Code Organizer is part of the Inspections module and serves as a centralized location for managing all codes used in inspections and checklists. While bulk imports are available for large datasets, this process focuses on manually creating a single code.

Common use cases include:

  • Adding new or updated fire/EMS compliance codes
  • Creating department-specific inspection criteria
  • Standardizing commonly used violations and remarks

Users can also enhance codes with tags, descriptions, and standard remarks to improve searchability and consistency across reports.

Required Permissions

To create and manage codes in the Code Organizer, users typically need:

  • Inspections Module Access
  • Code Organizer – Create/Edit Permissions
  • Administrative or Supervisor-level permissions (recommended for full access)

Permission names may vary by agency configuration.

Video

Step-by-Step Guide
 

1. Navigate to Code Organizer

  1. Go to Inspections
  2. Select Code Organizer



 


2. Create a New Code

  1. Click Create Code
  2. Begin entering required fields (marked with an asterisk *)



 

3. Enter Code Details

  1. Input the Chapter Number
  2. Enter the Section Number
  3. Add a Section Title
  4. Fill in the Code Description (recommended to copy/paste for accuracy)
  5. Enter a Paragraph Title (improves searchability)



 

4. Configure Display Options

  1. Toggle fields ON/OFF to determine what appears in inspection reports



 

5. Add Tags

  1. Enter relevant keywords for the code
  2. Press Enter after each tag
  3. Add multiple tags as needed for improved search functionality



 

6. Set Active Status

  1. By default, the code is Active
  2. Uncheck the box if you do not want it available for use yet



 

7. (Optional) Add Standard Remarks

  1. Enter commonly used remarks tied to this code
  2. These can be used in inspection checklists for consistency when the code is linked



 

8. Save the Code

  1. Click Create
  2. Confirm the success message
  3. Use search to locate and verify the new code



 

9. Manage the Code

After creation, you can:

  • Edit the code
  • Deactivate it
  • Delete it if no longer needed

Best Practices

  • Copy and paste code descriptions to reduce errors and save time
  • Use consistent naming conventions for chapters and sections
  • Add multiple relevant tags to improve search efficiency
  • Only activate codes when they are ready for operational use
  • Utilize standard remarks to maintain consistency across inspectors

Troubleshooting & FAQs

Q: Why can’t I create a code?
A: Ensure you have the correct permissions for the Inspections module and Code Organizer.

Q: What fields are required?
A: Required fields are marked with an asterisk (*) in the form.

Q: Why isn’t my code showing up in searches?
A: Verify the code is marked as Active and that tags or keywords match your search.

Q: Can I edit a code after creating it?
A: Yes, codes can be edited, deactivated, or deleted at any time.

Q: What are standard remarks used for?
A: They provide language for inspection checklists, improving consistency and efficiency.