Purpose Statement

The Forms section within an Inspection Type allows agencies to define how inspection results are presented on printed and emailed reports. This ensures consistency in documentation, supports compliance requirements, and provides inspectors with standardized reporting outputs based on checklist outcomes.

Background Information

Inspection Forms are tied directly to checklist results (e.g., failures, citations, reinspections). These forms determine how inspection findings are formatted and communicated externally. Agencies can configure default answer visibility, assign specific forms to result types, and allow field personnel flexibility when needed.

Common use cases include:

• Standardizing fire prevention inspection reports
• Differentiating documentation for violations vs. compliant inspections
• Supporting reinspections with tailored forms
• Ensuring consistent communication with property owners

Prerequisite: Forms must already be created within the system before assigning them to an Inspection Type.

Required Permissions

Users must have permissions related to:

• Inspection Type configuration
• Forms management (create/edit forms)
• Administrative or supervisor-level access to system settings

Recommended roles:

• admin
• fire-prevention-officer
• inspector-supervisor

Video

Step-by-Step Guide
 

1. Navigate to the Forms Section

1. Open the desired Inspection Type
2. Select the Forms tab within the configuration menu

2. Configure Default Answers

1. Locate the Default Answers dropdown
2. Select which answer types should appear on printed/emailed reports
   • Options range from empty to custom/free text answers
3. Recommended selections:
   • Failures
   • Citations
   • Corrected Items
4. Save selections as the default for inspectors

3. Assign Forms Based on Checklist Results

1. Locate the Checklist Result Forms section
2. Select a primary form from the dropdown
   • This will auto-populate other result categories
3. (Optional) Override specific forms for:
   • Failures
   • Citations
   • Reinspections
4. Choose customized forms if different formats are needed per result type

4. Enable Manual Form Selection (Optional)

1. Check the box to Allow inspectors to select a different form in the field
2. This provides flexibility during live inspections

5. Show Checklist Item Numbering (Optional)

1. Enable Show checklist item numbering on the form
2. This will display numbering for included checklist items on reports

6. Save Configuration

1. Click Save to apply all changes

Best Practices

• Highly recommended to include failures, citations, and corrected items in default answers for compliance clarity
• Use custom forms for reinspections to highlight follow-up actions
• Limit the number of available forms to avoid confusion in the field
• Enable manual form selection only if inspectors are trained on when to use alternatives
• Use checklist numbering for easier reference during inspections and audits

Troubleshooting & FAQs

Q: My forms are not appearing in the dropdown

• Ensure forms have been created and are active in the system

Q: Inspectors cannot change forms in the field

• Verify the manual selection checkbox is enabled

Q: Reports are missing checklist items

• Check Default Answer settings to ensure relevant answer types are selected

Q: Incorrect form is being used automatically

• Review assigned forms under each checklist result category

Q: Numbering is not showing on reports

• Confirm the Show checklist item numbering option is enabled