Purpose Statement
The Ready for Review inspection status enables a structured review workflow for fire prevention inspections by allowing users without Complete Inspection permission to submit their work for supervisor approval. This workflow ensures quality control and maintains compliance standards by requiring authorized personnel to review and approve inspections before final completion.
Background Information
The Ready for Review status creates a two-tier inspection workflow that separates inspection data collection from final approval. This is particularly valuable for departments that want to maintain oversight of inspection quality while allowing field personnel to conduct inspections.
When an inspection requires corrections, reviewers can return it to In Progress with required Review Notes. These notes provide clear guidance to the submitting inspector, automatically notify the appropriate users by email, and are stored in the inspection history for future reference. This standardized workflow improves communication, reduces delays, and provides an auditable record of the review process.
Required Permissions
Field Users/Inspectors
- Standard inspection permissions (without Complete Inspection permission)
Supervisors/Approvers
- Complete Inspection permission to:
- Review inspections submitted as Ready for Review
- Complete inspections
- Return inspections to In Progress
- Enter required Review Notes
Administrators
- Configuration access to enable Ready for Review as an available inspection status
Video
Step-by-Step Guide
1. Enable the Ready for Review Status
Ensure Ready for Review is enabled as an available inspection status.
2. Complete the Inspection
Inspectors complete all required inspection information, including:
- Inspection checklist
- Contacts
- Required signatures
Users without the Complete Inspection permission will be prompted to submit the inspection for review rather than completing it.
3. Submit the Inspection for Review
Select Ready for Review to submit the inspection to an authorized reviewer.
4. Locate Inspections Ready for Review
Approvers can filter the Inspection List using the Ready for Review status to locate inspections awaiting review.
5. Review the Inspection
Select the Play icon to open and review the inspection.
6. Complete or Return the Inspection
After reviewing the inspection, the approver has two options:
- Complete Inspection to finalize the inspection.
- Back to In Progress if corrections are required.
7. Return an Inspection to In Progress
If Back to In Progress is selected, a Review Notes dialog opens before the inspection can be returned.
The following fields are required unless otherwise noted:
- Send Report To (Required) – Automatically populated with the inspector who submitted the inspection for review. Additional recipients may be added, and the default recipient may be removed, but at least one recipient is required.
- CC to Me (Optional) – Sends a copy of the notification email to the reviewer.
- Review Notes (Required) – Enter detailed instructions describing the changes needed before the inspection can be resubmitted.
The email subject is generated automatically:
[Inspection ID] – Returned to In Progress – Review Needed
The email message is generated by the system and includes the Review Notes entered by the reviewer.
8. Inspection Returns to In Progress
After selecting Send:
- The inspection status changes to In Progress (Pending).
- Notification emails are sent to all recipients listed in Send Report To.
- The reviewer is copied only if CC to Me is selected.
- The inspection becomes editable again.
- Manual Save and Autosave function the same as any standard In Progress inspection.
9. Review Notes Are Saved to Inspection History
Each time an inspection is returned to In Progress, the inspection history records:
- The status change
- The Review Notes
- The acting user
- Date and time of the action
- Email recipients notified
Users with permission to view the inspection can see these history entries.
Best Practices
- Establish clear department policies identifying who can serve as inspection approvers.
- Train inspectors to complete all required inspection information before submitting for review.
- Provide clear, actionable Review Notes when returning an inspection for corrections.
- Review all requested corrections before resubmitting the inspection.
- Monitor the Ready for Review queue regularly to prevent approval delays.
- Maintain consistent review standards across all approving personnel.
- Use Review Notes instead of separate emails whenever possible to maintain a complete audit trail.
Troubleshooting & FAQs
Q: Why don't I see the Complete Inspection option?
You likely do not have the Complete Inspection permission. Submit the inspection as Ready for Review, or contact your administrator for additional permissions.
Q: Can I edit an inspection after marking it Ready for Review?
No. Once submitted for review, the inspection cannot be edited until a reviewer either completes the inspection or returns it to In Progress.
Q: What happens if an approver returns an inspection to In Progress?
The reviewer must enter Review Notes explaining the required corrections. An email notification is automatically sent to the selected recipients, and the inspection returns to In Progress (Pending) where it can be edited and resubmitted.
Q: Are Review Notes required?
Yes. Review Notes are required whenever an inspection is returned from Ready for Review to In Progress.
Q: Who receives the notification email?
By default, the inspector who submitted the inspection for review is included in Send Report To. The reviewer may add or remove recipients, but at least one recipient is required. The reviewer is included as a CC recipient only if CC to Me is selected.
Q: Where can I view Review Notes after the inspection has been returned?
Review Notes are stored in the inspection history and are visible to users with permission to view the inspection.
Q: Can multiple people approve inspections?
Yes. Any user with the Complete Inspection permission can review, return, or complete inspections that are in the Ready for Review status.