Purpose Statement

This feature enables sequential numbering for checklist items on inspection forms, providing clear organization and easy reference for inspectors and administrators. The numbering system improves documentation accuracy, enhances communication between inspectors and property owners, and maintains consistent tracking across initial inspections, reinspections, and Team Inspections.

For Team Inspections, checklist numbering also provides a consistent sequence across responses submitted by primary and secondary inspectors when the final consolidated inspection report is generated.

Background Information

Sequential numbering helps standardize inspection documentation by automatically assigning numbers to checklist items based on their appearance in reports. This feature is particularly valuable for fire prevention inspections, code compliance checks, follow-up reinspections, and Team Inspections where maintaining clear item references is important.

The numbering system respects the inspection type's report settings and preserves original numbers during reinspections to ensure proper violation tracking throughout the inspection lifecycle.

For Team Inspections, checklist item numbering is applied during report consolidation. Responses from both primary and secondary inspectors are included in the numbering sequence, providing a complete and consistent final report.

Required Permissions

Users need the following permissions to configure checklist item numbering:

• Inspection Types - Edit: Required to modify inspection type settings.
• Inspections Module Access: Basic access to the Inspections module.
• Forms Configuration: Ability to modify form settings within inspection types.

Video

Step-by-Step Guide

Setup

1. Navigate to the Inspections Module and then Inspection Types.

2. Create a new Inspection Type or edit an existing Inspection Type.

3. Navigate to the Forms Tab.

4. Enable the "Show Checklist Item Numbering on the Form" checkbox at the inspection type level on the Forms Tab.

5. Make sure to check the Default answers to show on the printed/emailed report and that it includes the items needed for the report. Select Close when finished. If changes were made, the system will detect them and prompt you to save.

6. The inspection form will display applicable checklist items with sequential numbering.

Special Conditions

1. Based on the Default answers to show on the printed/emailed report setting defined in the Inspection Type, the system determines whether a checklist item needs to be numbered. All checklist items shown on the report, whether answered or not, receive a number.
2. For initial inspections, numbers are sequential (1, 2, 3...) based on the order in which items appear on the report. Items are ordered as follows:
   • Checklist items are grouped by Section and group.
   • Within each group, items appear in the same order as configured in the checklist.
   • If a checklist item is copied during the inspection, the copy appears after the original checklist.
   • Ad-hoc violations appear last.
3. If an initial inspection is reopened, numbers may be reset to maintain sequential ordering.
4. For reinspections, original numbers from the previous inspection are preserved. If new checklist items are answered or a new ad-hoc violation is added, numbering continues from the last number used during the previous inspection.
5. If a reinspection is reopened and new checklist items are answered or a new ad-hoc violation is added, new numbers are assigned based on the last number generated.
6. New items added during reinspections receive the next available number. As a result, numbering on the report may not always appear sequentially.
7. Empty items are handled according to the inspection type's report settings:
   • If Empty is selected under Default answers to show on the printed/emailed report, all unanswered items receive a checklist number and appear on the report.
   • If Empty is not selected, unanswered items do not receive a number and do not appear on the report.
   • Administrators should consider this behavior when configuring inspection types because the setting directly affects which checklist items are numbered.
8. Resolved items have special behavior during reinspections:
   • Resolved is available only during reinspections and only for items previously marked as Fail or Citation.
   • Resolved items always maintain their original checklist number from the initial inspection, regardless of intermediate status changes.
   • This preserves traceability throughout the inspection lifecycle.
9. The definition of an answered item varies by response type:
   • Free Text: Data is entered into the text field.
   • Multi Select: At least one multi-select item is selected.
   • Single Select: One single-select item is selected.
   • Standard/Custom Response: The item is marked as Pass, Fail, Citation, Corrected, or N/A.
   • Group Name and Field Update: These response types are not applicable to this process and do not appear on printed reports.

Team Inspection Checklist Numbering

Checklist item numbering is supported for Team Inspections, allowing responses from both primary and secondary inspectors to receive sequential item numbers on the final consolidated inspection report.

When checklist item numbering is enabled for the Inspection Type:

1. Complete the Team Inspection as normal.
2. Secondary inspectors complete and submit their assigned portions of the inspection.
3. The primary inspector completes the Team Inspection after the secondary inspectors have submitted their responses.
4. During report consolidation, the system automatically assigns checklist item numbers to applicable responses from both primary and secondary inspectors.
5. The final consolidated inspection report displays the applicable checklist items in a sequential numbering order.

This enhancement applies specifically to Team Inspections. Existing checklist numbering behavior for individual inspections remains unchanged.

Use Case Example

Multiple inspectors may be responsible for different portions of the same Team Inspection. After the secondary inspectors submit their responses and the primary inspector completes the inspection, the final consolidated report assigns sequential numbers across the applicable checklist items.

This provides a single, consistent numbering sequence that inspectors, administrators, and property owners can use when discussing findings, conducting follow-up reviews, or addressing compliance items.

Best Practices

Configuration Recommendations

• Enable numbering on inspection types that require detailed documentation or follow-up tracking.
• Consider the Default answers to show on the printed/emailed report settings when enabling numbering.
• Test the numbering system with sample inspections before deploying it to field personnel.
• For Team Inspections, verify that checklist numbering is enabled on the applicable Inspection Type before inspectors begin the inspection.

Inspection Workflow Tips

• Review numbered items carefully during initial inspections, as numbers may reset if an inspection is reopened.
• Document the highest checklist number from initial inspections for reference during reinspections.
• Train inspectors on how numbering differs between initial inspections and reinspections.
• For Team Inspections, ensure secondary inspectors submit their portions before the primary inspector completes the inspection so responses can be included in the final consolidated report.

Common Mistakes to Avoid

• Don't assume every checklist item will be numbered. Only items that appear on the report receive numbers.
• Avoid reopening initial inspections unnecessarily, as this may reset the numbering sequence.
• Don't overlook the impact of the Empty setting on numbering and report appearance.
• Don't expect each inspector in a Team Inspection to have an independent numbering sequence on the final report. Applicable primary and secondary inspector responses are numbered as part of the consolidated report.

Troubleshooting & FAQs

Why aren't all my checklist items showing numbers?

Only items that appear in the printed/emailed report receive numbers. Check the Default answers to show on the printed/emailed report settings in the Inspection Type configuration.

The numbering seems inconsistent between inspections. Why?

Initial inspections use sequential numbering (1, 2, 3...), while reinspections preserve original numbers and assign new numbers to additional items. This may create gaps or numbering that does not appear sequential on the reinspection report.

Empty items aren't numbered. Is this correct?

This depends on the Inspection Type settings. If Empty is selected in the report settings, unanswered items are numbered and included on the report. If Empty is not selected, unanswered items do not appear on the report and do not receive numbers.

How does numbering work for a Team Inspection?

When checklist numbering is enabled, applicable responses from both primary and secondary inspectors are assigned sequential item numbers during consolidation of the final Team Inspection report.

When are checklist numbers assigned during a Team Inspection?

Checklist item numbers are automatically assigned during report consolidation after secondary inspectors have submitted their responses and the primary inspector completes the Team Inspection.

Does Team Inspection numbering change how individual inspections are numbered?

No. Existing numbering behavior for individual inspections remains unchanged.

What happens to numbering during a reinspection?

Original numbers from the previous inspection are preserved. New applicable items continue from the last number used, which may result in non-sequential numbering on the report.

What happens to Resolved items?

During reinspections, items marked as Resolved maintain their original checklist numbers to preserve traceability throughout the inspection lifecycle.

How does item grouping affect numbering?

Checklist items are ordered according to their Section and group. Within each group, items appear in the same order defined in the checklist configuration.