Checklist Item Numbering on Inspection Forms

Checklist Item Numbering on Inspection Forms

Purpose

  1. The purpose of this Knowledge Base Article is to demonstrate the setup and use of sequential numbering for checklist items on inspection forms.

Video


Instructions

Setup:


1. Navigate to the Inspections Module and then Inspection Types.
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2. Create a new Inspection Type or edit an existing Inspection Type.
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3. Navigate to the Forms Tab.
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4. Enable the checkbox option "Show Checklist Item Numbering on the Form" at the inspection type level on the Forms Tab.
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5. Select Close when done.  If changes are made the system will detect them and then prompt you to save.
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6. Example Form with Checklist Items sequentially numbered:
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Special Conditions:

  1. Based on the “Default answers to show on the printed/emailed report” defined in the Inspection Type, determine if the checklist item needs to be numbered. All checklist items shown in the report (answered or not) should have a number.
  2. For initial inspections: Numbers are sequential (1, 2, 3...) based on the order of items in the checklist. Order in which items are printed:
    1. Checklist items are grouped by Section and group.
    2. Inside each group the items are shown in the same order that in the checklist.
    3. If a checklist item is copied during the inspection, the copy will be shown after the original checklist.
    4. Ad-hoc violations are shown last.
  3. If an initial inspection is reopened: Numbers may be reset to maintain sequential ordering.
  4. For reinspection’s: Original numbers from the previous inspection will be preserved. If new checklist items are answered or a new ad-hoc violation is added, continue numbering from the last number the previous inspection had.
  5. If a re-inspection is reopened: If new checklists are answered or a new ad-hoc violation is added, add new numbers based on the last number generated.
  6. New items added in reinspection’s get the next available number, which may result in non-sequential numbering on the report.
  7. Special handling for Empty items:
    1. If 'Empty' is selected in the 'Default answers to show on the printed/emailed report' settings, then all unanswered (Empty) items will receive a checklist number and appear on the report.
    2. If 'Empty' is NOT selected in these settings, then unanswered items will not receive a number and will not appear on the report.
    3. This creates two distinct behaviors for Empty items that administrators and inspectors must understand when configuring inspection types.
  8. Special handling for Resolved items:
    1. 'Resolved' is only available during reinspection’s and only for items that were previously marked as fail or citation.
    2. These items will ALWAYS maintain their original checklist number from the initial inspection, regardless of any intermediate status changes.
    3. This ensures traceability of violations throughout the entire inspection lifecycle, even after resolution.
  9. The definition of "answered" varies by response type and determines whether an item appears on the report:
    1. Free Text – data is entered into the text field
    2. Multi Select – at least one multi-select item is selected
    3. Single Select – one single select item is selected
    4. Standard/Custom Response – marked as Pass, Fail, Citation, Corrected, N/A
    5. Group Name" and "Field Update" response types are not applicable to this process and do not appear on printed reports.


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