Purpose Statement

To provide administrators with clear instructions on how to configure Standard Inspection Responses within the Inspections Module. This setup allows departments to customize inspection terminology and response options to align with their specific operational procedures and compliance requirements.

Background Information

Standard Inspection Responses are predefined response options that inspectors select during inspections to ensure consistency and efficiency in data collection. These responses can be customized to match your department's terminology, inspection protocols, and regulatory requirements.

Common use cases include:

• Fire prevention inspections
• Building inspections
• Compliance reviews

Important Behavior Note:
Even if terminology is customized, certain responses (e.g., Failures, Citations, Corrected) will still:

• Trigger reinspections (only Failures and Citations)
• Drive violation tracking workflows (Failures, Citations and Corrected)

Required Permissions

Users must have the following permissions:

• Inspections Module access
• Setup & Configuration permissions
• Standard Inspection Response management rights (Administrator-level access recommended)

Video

Step-by-Step Guide
 

1. Navigate to the Inspections Module

2. Open Inspection Setup

• Select Inspection Setup from the menu

  
   

3. Access Standard Inspection Responses

• Click Standard Inspection Response

  
   

4. Customize Response Terminology

• Locate default response values (e.g., Pass, Fail, Citation, Corrected, N/A)
• Update wording in:
  • Custom column (singular form)
  • Plural column (plural form)

Example:

• Change “Fail” → “Deficiency Noted”

  
   

5. Understand Where Responses Appear

• These responses display in Inspection Checklists when using Standard Response Types

• Examples include:

  • Pass
  • Fail
  • Citation
  • Corrected
  • N/A
  • Resolved (for reinspections)

  
   

6. Review System Behavior Rules

• Responses marked with an asterisk (*) still:
  • Trigger reinspections (e.g., Fail, Citation)
  • Trigger violation tracking (e.g., Fail, Citation, Corrected)

• Changing labels does not change system logic

  
   

7. Save Your Changes

• Click Save before exiting the page

  

Best Practices

• Review department SOPs before modifying terminology
• Keep language clear and consistent across all inspectors
• Align terminology with regulatory and compliance standards
• Pilot changes with a small group before full rollout
• Document terminology updates for training purposes
• Regularly review and refine responses based on field feedback

Troubleshooting & FAQs

Q: Changes aren't appearing in inspections
A: Ensure you clicked Save. Active Inspections may need to be refreshed or restarted.

Q: Can I add new response categories?
A: No—this feature allows modification of existing responses only. 

Q: Will changing terminology affect system behavior?
A: No. Reinspection triggers and violation tracking remain tied to the original response logic.

Q: Who sees these changes?
A: All users with access to Inspections will see the updated terminology.

Q: Can I revert to default wording?
A: Yes. Simply update the Custom and Plural fields back to original values and save.