Checklist Item Numbering on Inspection Forms
Purpose Statement
This feature enables sequential numbering for checklist items on inspection forms, providing clear organization and easy reference for inspectors and administrators. The numbering system improves documentation accuracy, enhances communication between inspectors and property owners, and maintains consistent tracking across initial inspections and reinspections.
Background Information
Sequential numbering helps standardize inspection documentation by automatically assigning numbers to checklist items based on their appearance in reports. This feature is particularly valuable for fire prevention inspections, code compliance checks, and follow-up reinspections where maintaining item continuity is crucial. The numbering system respects the inspection type's report settings and preserves original numbers during reinspections to ensure proper violation tracking throughout the inspection lifecycle.
Required Permissions
Users need the following permissions to configure checklist item numbering:
- Inspection Types - Edit: Required to modify inspection type settings
- Inspections Module Access: Basic access to the Inspections module
- Forms Configuration: Ability to modify form settings within inspection types
Video
Step-by-Step Guide
Setup:
1. Navigate to the Inspections Module and then Inspection Types.
2. Create a new Inspection Type or edit an existing Inspection Type.
3. Navigate to the Forms Tab.
4. Enable
the checkbox option "Show Checklist Item Numbering on the Form" at
the inspection type level on the Forms Tab.
5. Select Close when done. If changes are made the system will detect them and then prompt you to save.
6. Example Form with Checklist Items sequentially numbered:
Special Conditions:
- 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.
- For initial inspections: Numbers are sequential (1, 2, 3...) based on the order of items in the checklist. Order in which items are printed:
- Checklist items are grouped by Section and group.
- Inside each group the items are shown in the same order that in the checklist.
- If a checklist item is copied during the inspection, the copy will be shown after the original checklist.
- Ad-hoc violations are shown last.
- If an initial inspection is reopened: Numbers may be reset to maintain sequential ordering.
- 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.
- 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.
- New items added in reinspection’s get the next available number, which may result in non-sequential numbering on the report.
- Special handling for Empty items:
- 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.
- If 'Empty' is NOT selected in these settings, then unanswered items will not receive a number and will not appear on the report.
- This creates two distinct behaviors for Empty items that administrators and inspectors must understand when configuring inspection types.
- Special handling for Resolved items:
- 'Resolved' is only available during reinspection’s and only for items that were previously marked as fail or citation.
- These items will ALWAYS maintain their original checklist number from the initial inspection, regardless of any intermediate status changes.
- This ensures traceability of violations throughout the entire inspection lifecycle, even after resolution.
- The definition of "answered" varies by response type and determines whether an item appears on the report:
- Free Text – data is entered into the text field
- Multi Select – at least one multi-select item is selected
- Single Select – one single select item is selected
- Standard/Custom Response – marked as Pass, Fail, Citation, Corrected, N/A
- Group Name" and "Field Update" response types are not applicable to this process and do not appear on printed reports.
Best Practices
Configuration Recommendations
- Enable numbering on inspection types that require detailed documentation or follow-up tracking
- Consider your "Default answers to show on printed/emailed report" settings when enabling numbering
- Test the numbering system with sample inspections before deploying to field personnel
Inspection Workflow Tips
- Review numbered items carefully during initial inspections as numbers may reset if reopened
- Document the highest checklist number from initial inspections for reference during reinspections
- Train inspectors on how numbering behaves differently between initial inspections and reinspections
Common Mistakes to Avoid
- Don't assume all checklist items will be numbered - only items appearing in reports receive numbers
- Avoid reopening initial inspections unnecessarily as this may reset numbering sequence
- Don't overlook the impact of "Empty" item settings on numbering and report appearance
Troubleshooting & FAQs
Common Issues
Q: Why aren't all my checklist items showing numbers?
A: Only items that appear in the printed/emailed report receive numbers. Check your "Default answers to show on printed/emailed report" settings in the inspection type configuration.
Q: The numbering seems inconsistent between inspections. Why?
A: Initial inspections use sequential numbering (1, 2, 3...), while reinspections preserve original numbers and add new numbers for additional items, which may create gaps.
Q: Empty items aren't numbered. Is this correct?
A: This depends on your settings. If "Empty" is selected in the report settings, unanswered items will be numbered. If not selected, they won't appear in reports or receive numbers.
Advanced Scenarios
Reinspection Numbering: Original numbers from previous inspections are preserved. New items continue from the last number used, which may result in non-sequential numbering.
Resolved Items: During reinspections, items marked as "Resolved" maintain their original checklist numbers to ensure proper traceability throughout the inspection lifecycle.
Item Grouping: Checklist items are numbered based on their grouping by Section and group, with items appearing in the same order as defined in the checklist configuration.
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