Purpose Statement

This article explains how to use the management tools within the Inspection Form Builder to create, edit, duplicate, and customize Inspection Forms. These tools allow administrators to add, configure, and organize form blocks while maintaining existing inspection records and supporting departmental inspection and reporting requirements.

Background Information

The Inspection Form Builder provides departments with tools to customize the layout and content of inspection reports. Users can add and manage different block types, including Headers, Headings, Tags, and other components used to display inspection information.

Each block includes management controls that allow users to add, edit, configure, and organize form content. The available configuration options vary depending on the selected block type.

When making changes to an Inspection Form that is currently being used, departments should consider the extent of the revisions before modifying the existing form.

Recommended Approach for Form Revisions:

• Minor Changes: Small updates, such as correcting text, adjusting formatting, or making minor modifications, can be made to the existing form. Users should carefully review the changes and understand how the effective date and time affect form versions.
• Major Changes: When significant revisions are needed, it is recommended to duplicate the existing Inspection Form rather than modify it directly. The duplicated form can be updated, tested, and then used to replace the original form for future inspections.
• Existing Forms: Once the duplicated form is ready for use, departments should update the appropriate configurations to begin using the new form while retaining the original form for historical records.

***Duplicating a form and transitioning to the new version is the recommended approach for significant revisions. The original form should be retained to protect historical inspection records.

Required Permissions

Users must have the appropriate permissions to access and manage Inspection Forms within the Inspections Module.

• Inspections Module Access: Access to inspection functionality.
• Form Builder Access: Ability to create and edit Inspection Forms.
• Administrative Permissions: Additional permissions may be required for certain management actions, including deleting forms.

Note: Available Form Builder actions depend on the permissions assigned to the user's role.

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Step-by-Step Guide

Step 1: Access the Inspection Form Builder

1. Navigate to Inspections > Form Builder.

   
    

2. Select Create Form to create a new Inspection Form, or select an existing form to edit.
    

Step 2: Access the Block Management Controls

1. Within the Form Builder, hover your mouse pointer over the left margin of an existing block.
2. The available block management controls will appear.
3. Use these controls to add new blocks or configure existing blocks.

Step 3: Add a New Block

1. Hover over the left margin of the block where you want to add content.
2. Select the Add Block (+) icon.
3. A new block will be inserted immediately below the existing block.
4. Select the appropriate block type and configure its content.

See the corresponding Knowledge Based Articles on each type of block type that can be added.

Step 4: Configure a Block Using the Tune Control

The Tune Control (Double Kabob Icon) provides additional configuration options for individual blocks.

1. Hover over the left margin of the block you want to configure.
2. Select the Tune Control (Double Kabob Icon).
3. Review the available configuration options.
4. Make the necessary changes to the block.

The available options depend on the selected block type.

Examples of Block Configuration:

Header Block

Allows users to configure the Header block and edit its text content.

Heading Block

Provides configuration options for the Heading block.

Tag Block

Provides configuration options specific to the Tag block.

Note: Many configuration tools are shared across different block types, although some blocks include additional options specific to their functionality.

Step 5: Duplicate an Existing Inspection Form for Major Revisions

When significant changes are needed to an Inspection Form that is currently being used, duplicating the form is recommended.

1. Navigate to Inspections > Form Builder.

2. Locate the existing Inspection Form and use the available option to duplicate it.

   

3. Open the duplicated form and make the necessary changes.
4. Review and test the updated form to ensure it meets departmental requirements.
5. Save the duplicated form and update the appropriate configurations to begin using it for future inspections.

Important: Retain the original Inspection Form to preserve historical inspection records. The duplicated form should replace the original for future use without deleting the original form.

Step 6: Save the Inspection Form

1. Review the form layout and block configurations.
2. Select Save to save the changes.

3. Review the effective date and time when prompted.

   

4. Select Continue to confirm the changes.

Note: When updating an existing Inspection Form, saving with the current effective date and time preserves the form versions used by previously completed inspections. Authorized users may also have the ability to backdate changes.

For additional information, refer to Inspection Form Builder – Updating Forms and Managing Historical Records.

Best Practices

• Duplicate Forms for Major Revisions: Create a duplicate of an existing form when significant changes are needed. Test the new form before replacing the original for future use.
• Use Caution with Minor Edits: Small changes can be made to an existing form, but users should carefully review the changes and effective date before saving.
• Avoid Deleting Forms in Use: Deleting a form can remove content from associated inspections, including completed inspections.
• Retain Original Forms: Keep previously used forms available to preserve historical inspection records.
• Plan the Form Layout: Identify the required sections and information before creating or modifying a form.
• Use Appropriate Block Types: Select blocks that best represent the information being displayed.
• Maintain Consistent Formatting: Use consistent headings, spacing, and organization throughout the form.
• Test Form Changes: Review the completed form output to ensure information displays as expected.
• Communicate Updates: Notify inspectors when changes to inspection reports may affect their workflows.

Troubleshooting & FAQs

Question: Should I edit an existing Inspection Form or create a duplicate?

Answer: Minor changes, such as correcting text or adjusting formatting, can generally be made to the existing form. For significant revisions, duplicate the form, make the necessary changes, and begin using the new form for future inspections while retaining the original.

Question: What happens if I delete an Inspection Form?

Answer: Deleting an Inspection Form can remove much of its content from associated inspections, including previously completed inspections. Departments should avoid deleting forms that have already been used.

Question: Can I delete the original Inspection Form after creating a duplicate?

Answer: It is not recommended. If the original form has been used for inspections, deleting it can affect historical inspection records. Retain the original form even after transitioning to the duplicated version.

Question: Will editing an Inspection Form affect previously completed inspections?

Answer: Saving changes using the current effective date and time preserves the form versions used by previously completed inspections. Backdating changes may affect historical inspection records.

Question: How do I add a new block to an Inspection Form?

Answer: Hover over the left margin of an existing block and select the Add Block (+) icon. A new block will be inserted immediately below the selected block.

Question: How do I access additional configuration options for a block?

Answer: Hover over the left margin of the block and select the Tune Control (Double Kabob Icon). The available options depend on the block type.

Question: Why can't I see the block management controls?

Answer: Verify that you are hovering over the left margin of the block. Also confirm that you have the appropriate permissions to edit the Inspection Form.

Question: Can I change the order of blocks within an Inspection Form?

Answer: Use the available block management controls to reorganize blocks within the for