Purpose Statement

This article explains how to update existing Inspection Forms within the Form Builder while maintaining historical inspection records. It also covers how authorized users can backdate form changes when necessary and how those changes affect previously completed inspections.

Background Information

The Inspection Form Builder allows departments to update existing inspection forms while managing how those changes apply to historical inspection records.

When an Inspection Form is updated and saved, the system archives the previous version and creates a new version with an effective date and time.

By default, the updated form becomes effective at the current date and time, preserving the form versions used by previously completed inspections.

Authorized users can also backdate an updated form. When this occurs, applicable inspections that used the form from the selected effective date forward will use the updated version, including previously completed inspections.

How Backdating Affects Historical Inspection Records

For example, if an administrator updates a form on November 10 and backdates the effective date to October 1:

• Inspections completed before October 1: Retain their original form version.
• Inspections completed between October 1 and November 10: Will use the updated form version if they were associated with that Inspection Form.
• Inspections completed after November 10: Will use the updated form version when applicable.

Backdating changes the applicable form version but does not automatically change the inspection's completion date, status, recorded violations, or inspection results. However, the updated form may change how information appears on previously completed inspection reports.

Important Information:

• Saving a form with the current effective date and time preserves the form versions used by previously completed inspections.
• Backdating can affect previously completed inspections, including those completed with failures or citations.
• Previous form versions are archived when updates are saved.
• The assigned Inspection Form cannot be manually changed after an inspection is completed. However, backdating can update the version of that form used by the completed inspection.

Required Permissions

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

Permission Required for Backdating:

• Permission: Fire Inspection Form Builder - Backdate
• Permission Bucket: Fire Prevention
• Default Role Assignment: Admin

Note: Users without the Backdate permission can update and save Inspection Forms if they have the appropriate Form Builder permissions. However, they cannot modify the effective date and time when saving changes.

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Step-by-Step Guide

Step 1: Navigate to the Inspection Form Builder

1. Navigate to Inspections > Form Builder.

   
    

2. Locate and select the Inspection Form you want to update.

Step 2: Edit the Inspection Form

1. Make the necessary changes to the existing Inspection Form.
2. Select Save when finished.

Step 3: Select the Effective Date and Save

When saving an updated Inspection Form, the system displays a confirmation window with the effective date and time.

Option 1: Use the Current Date and Time (Standard)

1. Leave the current effective date and time selected.
2. Select Continue to save the changes.

The previous form version will be archived, and the updated version will apply going forward without affecting previously completed inspections.

Option 2: Backdate the Form (Authorized Users Only)

1. Modify the effective date and time to a previous date.
2. Verify the selected date and time.
3. Select Continue to save the changes.

The updated form version will apply to applicable inspections from the selected effective date forward, including previously completed inspections.

Important: Backdating can affect historical inspection reports, including those completed with failures or citations.

Note: Users without the Fire Inspection Form Builder - Backdate permission cannot modify the effective date and time. The system automatically uses the current date and time.

Step 4: Review the Form Dates

1. Return to Inspections > Form Builder.
2. Review the Creation Date and Effective Date to verify the updated form information.

Best Practices

• Use the Current Effective Date: Save routine form updates using the current date and time to preserve historical inspection form versions.
• Limit Backdating: Only backdate forms when necessary to correct errors or address critical issues.
• Verify Changes Before Saving: Review all modifications carefully to ensure the form contains the correct information.
• Review Effective Dates: Confirm the effective date and time before saving, especially when backdating changes.
• Communicate Form Updates: Notify inspectors and other affected personnel when changes may impact inspection workflows or reports.
• Review Historical Impact: Before backdating, consider which completed inspections and reports may be affected.
• Document Backdated Changes: Maintain an internal record of why a form was backdated and which inspections may have been affected.

Troubleshooting & FAQs

Question: Can I change the Inspection Form assigned to an inspection after it has been completed?

Answer: No. The assigned Inspection Form cannot be manually changed after an inspection is completed. However, backdating an update to that form can change which version is used by the completed inspection.

Question: Will updating an Inspection Form change previously completed inspections?

Answer: Not when the form is saved using the current effective date and time. Previously completed inspections retain their existing form versions. Backdating is the exception and can affect applicable historical inspections.

Question: What happens to the previous version of an Inspection Form when changes are saved?

Answer: The previous version is archived, and a new version is created and published with the selected effective date and time.

Question: Why can't I change the effective date and time when saving an Inspection Form?

Answer: Users must have the Fire Inspection Form Builder - Backdate permission to modify the effective date and time. Without this permission, the system automatically uses the current date and time.

Question: Can I select a future effective date for an Inspection Form update?

Answer: No. The backdate functionality allows authorized users to select a previous date and time, not a future date.

Question: Which completed inspection statuses can be affected by backdating?

Answer: The following completed inspection statuses can be affected:

• Completed
• Completed with Failures
• Completed with Citations

Question: When should I use the Backdate feature?

Answer: Backdating should only be used when necessary, such as correcting typographical errors, inaccurate form information, or other critical issues that require updates to previously completed inspection records.