Skip to main content

Search

Knowledge Center

Creating and Importing an Inspection Checklist

Purpose Statement

This article explains how to create and import inspection checklists into First Due using the Inspection Types import feature. Importing checklists through an Excel spreadsheet allows agencies to quickly build standardized inspection templates, reduce manual data entry, and ensure consistency across inspection workflows.

Background Information

The Inspection Checklist Import feature allows administrators and inspection personnel to create inspection types in bulk using a formatted Excel spreadsheet (.XLSX). This is especially useful for agencies migrating existing checklists, standardizing inspection forms, or building large inspection templates efficiently.

The import process supports:

  • Multiple inspection sections and questions
  • Standard and custom response types
  • Code Organizer integration
  • Inspection level assignments
  • Team assignment settings
  • Service-related inspection options

When importing checklists, it is important that all required formatting and naming conventions match the values configured in your First Due system.

Required Permissions

Users importing inspection checklists should have permissions related to:

  • Inspection Types Management
  • Inspection Configuration
  • Inspection Administration
  • Code Organizer Access (if associating code references)
  • Form Configuration Access

Agencies should review their First Due role permissions to ensure users can:

  • Access Inspection Types
  • Download import templates
  • Import and update inspection types
  • Edit imported inspection settings
  • Configure inspection forms and email settings

Video

Step-by-Step Guide

Download the Inspection Import Template

  1. Navigate to Inspection Types.
  2. Select the Import XLS option located at the top of the page.
  3. Download the sample spreadsheet template.
  4. Save the spreadsheet locally before making edits.

Review Spreadsheet Columns

The import template contains several required and optional columns.

Column A – Inspection Type

  • Enter the name of the inspection type being created or imported.

Column B – Section

  • Enter the section name where each question will appear.
  • Sections organize related checklist questions.

Column C – Question

  • Enter the inspection checklist question.

Columns D, E, and F – Code Information (Optional)

These columns are used to associate checklist questions with Code Organizer entries.

  • Code Set
  • Edition Year
  • Code Number

Important:

  • Entries must exactly match existing values in your Code Organizer.
  • Misspellings or mismatched formatting may cause validation errors during import.

Configure Question Types

  1. Populate the Question Type column.
  2. Use the supported formatting conventions for question types.
  3. Examples include:
    • Single Select
    • Multi Select
    • Free Text
    • Group Name

Ensure the formatting matches the required import syntax.

Configure Answer Options

  1. Enter answer choices in the Answers column.
  2. Separate multiple answers using commas.
  3. Standard inspection responses should include:
    • pass_fail_citation
    • pass_fail_citation_NA

Include all required response options needed for the inspection workflow.

Configure Mandatory Questions

  1. Enter either:
    • Yes
    • No
  2. This determines whether the question is required during inspection completion.

Assign Inspection Levels

  1. Enter the inspection level for each question.
  2. Inspection levels must exactly match the levels already configured in your system.

Configure Team Assignment

  1. Select how inspections should be assigned.
  2. Available options include:
    • Logged-in User
    • Keep Original Assigned To

Configure Service Options

  1. Enter either:
    • Yes
    • No
  2. This determines whether the checklist applies to service-related inspections.

Save the Spreadsheet

  1. Save the completed file as an Excel spreadsheet.
  2. Ensure the file format is:
    • .XLSX

The import will not work correctly if the file is saved in another format.

Import the Checklist

  1. Return to Inspection Types.
  2. Select Import.
  3. Choose the completed .XLSX file.
  4. Select Open.
  5. Select Import to begin processing.
You should see this banner upon successful importation of the Checklist.
 

Resolve Import Warnings or Validation Errors

During import, the system may:

  • Detect duplicate inspection types
  • Prompt users to update or reject existing checklists
  • Display validation errors for formatting or spelling issues

If validation errors occur:

  1. Review the error message.
  2. Correct the spreadsheet values.
  3. Save the spreadsheet.
  4. Re-import the file.
If errors are present in your template, you will see this error message.
 

Complete Post-Import Configuration

After the checklist imports successfully, additional configuration is required.

Configure Scheduling

  1. Open the imported inspection type.
  2. Configure:
    • Default schedule
    • Next inspection schedule
    • Timers
    • Auto events

Configure Contacts and Description

  1. Add any required:
    • Contacts
    • Additional inspectors
    • Inspection descriptions

Configure Forms

  1. Navigate to the Forms section.
  2. Configure:
    • Default answer display settings
    • Inspection completion forms
    • Reinspection forms
    • Printed and emailed forms
  3. Optionally enable:
    • Manual form selection in the field
    • Checklist item numbering

Configure Email Settings

  1. Navigate to the Email section.
  2. Configure:
    • Default recipient email addresses
    • Email body content
    • Outgoing inspection report settings

Configure Billing and Community Connect

  1. Update billing settings if applicable.
  2. Configure Community Connect options if enabled for your agency.

Save the Inspection Type

  1. Select Save.
  2. The imported inspection checklist is now ready for use.

Best Practices

  • Always use the provided spreadsheet template.
  • Verify all Code Organizer references before importing.
  • Ensure inspection levels match existing system values exactly.
  • Use consistent section naming conventions.
  • Test imports with a small checklist before importing large templates.
  • Save backup copies of spreadsheets before making updates.
  • Review all imported settings after import completion.
  • Configure forms and email settings immediately after importing.

Troubleshooting & FAQs

Why did my import fail?

Import failures are commonly caused by:

  • Incorrect spreadsheet formatting
  • Misspelled Code Organizer entries
  • Invalid inspection levels
  • Unsupported question type formatting
  • Saving the file in a format other than .XLSX

Why are my code references not importing?

Code Set, Edition Year, and Code Number entries must exactly match existing Code Organizer records.

Can I update an existing checklist through import?

Yes. During import, the system may prompt you to update an existing checklist if a matching inspection type already exists.

Why are some settings missing after import?

Not all configuration settings are imported automatically. Users must manually configure:

  • Scheduling
  • Forms
  • Email settings
  • Contacts
  • Billing
  • Community Connect settings

Can inspectors choose forms manually in the field?

Yes. Enable the option allowing inspectors to manually select forms during inspection completion.