Add Standard Remarks to Codes

Add Standard Remarks to Codes

Purpose Statement

This feature enables inspectors to add commonly used remarks to checklist items during inspections with a single click, eliminating the need to repeatedly type the same remarks. Standard Remarks streamline the inspection process by providing pre-configured text that can be quickly inserted into the remarks section of any checklist item, improving efficiency and consistency across inspections.

Background Information

Standard Remarks are pre-written text snippets that can be associated with specific inspection codes and easily inserted during the inspection process. This feature is particularly valuable for fire prevention officers, inspection teams, and compliance personnel who frequently document similar findings or recommendations. The system allows multiple standard remarks per code and supports text formatting to ensure professional documentation. Standard Remarks can only be added manually through the Code Organizer interface and cannot be imported with bulk code uploads.

Required Permissions

Users must have Code Organizer edit permissions to create and manage Standard Remarks. Field inspection personnel need standard inspection permissions to utilize Standard Remarks during inspections.

Video


Step-by-Step Guide



1. Click on Inspections.


Click on Inspections.



2. Click on Code Organizer.


Click on Code Organizer



3. To filter for Standard Remarks, select "Yes" and then Search in the Advanced Search fields.






4. In the Standard Remarks column, Codes with Standard Remarks will be displayed with Yes. The number of Standard Remarks entered will also be displayed. Selecting "Yes" will redirect the user to the Standard Remarks section of the code.






5. To add Standard Remarks, select edit.  Standard Remarks can also be added when creating a Code.  Standard Remarks cannot be added when importing codes.


To add Standard Remarks, select edit. Standard Remarks can also be added when creating a Code. Standard Remarks cannot be added when importing codes.



6. Click on Add Standard Remark and add the remarks as needed. Multiple remarks can be added to each code.
  1. Select Text and apply formatting as desired.






7. Click on Save when done.


Click on Save when done.



8. During an Inspection, select the appropriate Response Type.






9. Click on Remarks.


Click on Remarks.



10. Click on Standard Remarks.


Click on Standard Remarks



11. Select "+" to add the appropriate Standard Remark(s) to the Remarks section of the checklist item. More than one Standard Remark can be added.






12. Example of remarks added using the feature. Continue the documentation of your inspection and complete as required.


Example of remarks added using the feature. Continue the documentation of your inspection and complete as required.


Best Practices

  • Create Standard Remarks that are specific and actionable rather than generic
  • Use consistent language and terminology across all Standard Remarks
  • Include formatting (bold, italics) to highlight important information in remarks
  • Regularly review and update Standard Remarks to ensure they remain current with regulations
  • Consider creating Standard Remarks for both violation findings and corrective action recommendations
  • Limit the number of Standard Remarks per code to avoid overwhelming inspectors with choices
  • Train inspection staff on available Standard Remarks to maximize utilization

Troubleshooting & FAQs

Q: Can I import Standard Remarks with code data? A: No, Standard Remarks cannot be added through the import process and must be created manually in the Code Organizer.

Q: How many Standard Remarks can I add to one code? A: Multiple Standard Remarks can be added to each code. The system displays the total count in the Standard Remarks column.

Q: Can I edit Standard Remarks after creating them? A: Yes, access the code through Code Organizer and select Edit to modify existing Standard Remarks.

Q: Will Standard Remarks appear in inspection reports? A: Yes, Standard Remarks inserted into checklist items will appear in the final inspection documentation and reports.

Q: Can I use formatting in Standard Remarks? A: Yes, you can apply text formatting (bold, italics, etc.) by selecting text and choosing the desired formatting options.

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