Purpose Statement

The Code Organizer allows users to efficiently search, manage, and organize inspection codes within the system. It streamlines code lookup, filtering, and reporting, improving inspection accuracy and reducing time spent locating relevant codes.

Background Information

The Code Organizer is part of the Inspections module and serves as a centralized location for all imported or created codes. Users can filter codes by multiple criteria such as code set, year, chapter, tags, and status (active/inactive).

This tool is commonly used by inspectors, administrators, and data managers to:

• Quickly locate specific codes
• Manage code availability (activate/deactivate)
• Control report visibility
• Review code associations with inspection checklists

Required Permissions

Users will typically need the following permissions:

• Access to the Inspections Module
• Permission to View Codes
• Permission to Create/Edit/Delete Codes
• Permission to Import Codes
• Permission to Manage Report Settings

Permission names may vary by agency configuration.

Video

Step-by-Step Guide
 

1. Access the Code Organizer

1. Navigate to Inspections
2. Select Code Organizer
   
    

2. Search for Codes

1. Use available filters to locate codes:
   • Code Set / Edition Year
   • Chapter Number or Title
   • Code Number
   • Tags
   • Active or Inactive status
2. Enter search criteria and review results
3. Click Reset to clear filters at any time
   
    

3. Filter and Export Codes

1. Apply desired filters
2. Click Download to export results
3. File will download as an Excel document
   
    

4. View Code Associations

1. Use the filter to search for codes Associated to a Checklist Item (checkbox)
2. Click the Info (i) icon
3. Review:
   • Associated inspection types
   • Checklist Item
4. Click X to close
   
    

5. Search by Standard Remarks

1. Apply the Standard Remarks filter
2. View how many remarks are tied to each code
3. Use the Info (i) icon to see where remarks are used
   
    

6. Create or Import Codes

1. Click Create Code to add a single code
2. Enter all required details
3. Click Import Codes to upload multiple codes
4. Refer to related KB articles for detailed steps
   
    

7. Manage Code Actions

1. Select one or more codes
2. Available actions:
   • Activate
   • Deactivate
   • Delete
   • Configure Report Settings
     
      

8. Configure Report Settings

1. Select codes (single or multiple)
2. Click Report Settings
3. Choose which elements appear on reports
4. Apply settings in bulk or individually
   
    

9. Edit or Delete Individual Codes

1. Click the Pencil icon to edit a code
2. Click the Trash icon to delete a code
   
    

10. Use Pagination Controls

1. Adjust number of visible records:
   • 20, 50, or 100 per page
2. Navigate pages using:
   • Page numbers
   • Next/Previous buttons
3. Use the Select All checkbox to select visible or all codes
   
    

11. Activate/Deactivate Codes

1. Click the Deactivate icon to disable a code
2. Click the Checkmark icon to reactivate
3. Note: Codes linked to checklist items cannot be deactivated until replaced with another code or unassociated
   
    

Best Practices

• Use tags to simplify future searches (e.g., “extinguisher”)
• Regularly reset filters to avoid confusion when searching
• Review code associations before making changes
• Use bulk report settings for consistency across reports
• Avoid deleting codes that may be tied to inspections or reports

Troubleshooting & FAQs

Q: Why can’t I deactivate a code?
A: The code is likely associated with a checklist item and must be removed from the checklist first.

Q: Why aren’t my search results showing expected codes?
A: Check for active filters or reset all filters before searching again.

Q: Can I export filtered results?
A: Yes, use the Download button to export results as an Excel file.

Q: How do I know where a code is used?
A: Click the Info (i) icon to view associated inspection types and checklist locations.