Inspections List - Bulk Action: Modify Scheduled Inspections

Inspections List - Bulk Action: Modify Scheduled Inspections

Purpose Statement

The bulk modification feature allows users to efficiently update multiple scheduled inspections simultaneously from the Inspections List page. This functionality streamlines the process of making changes to inspection schedules, assignments, and other properties across multiple records, saving time and ensuring consistency in inspection management.

Background Information

The bulk modify feature is particularly valuable when departments need to make systematic changes to inspection schedules due to staffing changes, shift adjustments, or operational requirements. This feature handles mixed data values intelligently, allowing users to selectively update only the fields that need changes while preserving existing data in other fields. Common use cases include reassigning inspections between shifts, updating inspection priorities, or modifying due dates across multiple properties.

Required Permissions

  • Inspections Module Access: Users must have permission to access the Inspections module
  • Modify Inspections: Permission to edit and modify inspection records
  • Bulk Actions: Specific permission to perform bulk operations on inspection data
  • Scheduled Inspections Management: Access to view and modify scheduled inspection records

Video


Step-by-Step Guide

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1. Click on Inspections.


Click on Inspections.



2. Click on Inspections List.


Click on Inspections List.



3. After applying appropriate filter(s), select one or more Scheduled Inspections.


After applying appropriate filter(s), select one or more Scheduled Inspections.



4. Click on Bulk Actions.


Click on Bulk Actions.



5. Click on Modify Scheduled Inspections.


Click on Modify Scheduled Inspections.



6. Note the text "Mixed" in any field that contains different data values (#1). If changes to the field(s) are desired, select the clear button (#2) and enter the new value.






7. To update any field, select or enter the new value.


To update any field, select or enter the new value.



8. Example for Shift:
  1. Delete the mixed data.






9. Select the correct shift.
  1. If rescheduling from one shift to another you should have a “phantom” shift such as “I – Inspections” created to park them in and then modify the inspections in cascading order.
  2. Park in special shift. A to "I"
  3. B to A
  4. C to B
  5. I to C

Select the correct shift.



10. Click on Save when done updating.

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Click on Save when done updating.

Best Practices

  • Filter before selecting - Always apply appropriate filters before selecting inspections to ensure you're modifying the correct records
  • Review mixed fields carefully - Pay attention to "Mixed" indicators to understand which fields have varying values
  • Use phantom shifts strategically - When performing complex shift reassignments, use temporary placeholder shifts to avoid conflicts
  • Test with small batches - Start with a small number of inspections to verify the changes work as expected
  • Document shift changes - Keep records of shift reassignments for audit and rollback purposes
  • Consider timing - Perform bulk modifications during low-activity periods to minimize impact on field operations

Troubleshooting & FAQs

Q: What happens if I don't clear a "Mixed" field before saving? A: The system will preserve the existing individual values for that field across all selected inspections.

Q: Can I undo bulk modifications? A: There is no automatic undo feature. Ensure you have documented the original values before making changes, or perform modifications in smaller batches.

Q: Why should I use phantom shifts for cascading changes? A: Phantom shifts prevent scheduling conflicts and ensure inspections don't get lost during complex reassignment processes.

Q: What filters work best for bulk modifications? A: Use date ranges, shift assignments, inspection status, or property types to group similar inspections together.

Q: Can I modify inspections that are already in progress? A: This depends on your system configuration and permissions. Check with your administrator for specific rules about modifying active inspections.

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