Inspection Type - Part 2: Creating and Editing an Inspection Checklist

Inspection Type - Part 2: Creating and Editing an Inspection Checklist

Purpose

  1. To demonstrate how to create and edit an Inspection Checklist.

Related Articles

Video


Instructions


1. Click on Inspections.


Click on Inspections.




2. Click on Inspection Types.


Click on Inspection Types.




3. To create a new Inspection Type and Checklist, click on Add New Type.


To create a new Inspection Type and Checklist, click on Add New Type.




4. Select "Edit" to edit a checklist for an existing Inspection Type.
  1. An existing checklist can be edited at any time.






5. Click on Checklist.







6. Click on Add Checklist Section.







7. Enter names for the sections as needed. This example will use the types of checklist items available and the Group Name feature.
  1. Note that the sections can be saved (#1), moved up or down using drag & drop (#2), deactivated/activated (#3), edited (#4), and deleted (#5).
  2. If a Section is deleted, all Checklist Items in that Section will also be deleted.






8. The Sections can be expanded or collapsed by selecting:







9. To add a Checklist Item (aka Question), select the section it is desired to place the question in.







10. Click on Add Checklist Item.






11.  Enter the text for the Checklist Item.
  1. NOTE: The text limit for a Checklist Item is 2500 characters.






12. Select Mandatory Response to require a selection to be made for the Checklist Item.
  1. There is a bulk action to set this requirement for entire checklist.





13. Select the Response Type.
  1. Standard Response Type - Creates violation tracking.
  2. Single Select - Allows selecting one answer - does not create violation tracking.
  3. Multi Select - Allows selecting more than one answer - does not create violation tracking.
  4. Free Text - Allows text to be entered - does not create violation tracking.
  5. Custom Response.
  6. Group Name - Allows the creation sub-categories with Checklist Items as needed.
  7. Field Update






14. Standard Response Type Example - Click on Standard Inspection.
  1. NOTE: The Standard Response Type and Custom Response are the only types of checklist items that will trigger violation tracking.






15. Select desired responses for the question.
  1. It is recommended that Pass and Fail be selected at the minimum. Other options needed will depend upon agency policy.

IMPORTANT: Any Response Type needed in the initial inspection and any subsequent re-inspection should be enabled.  Example: If it is needed to issue a Citation after 1 or more re-inspections, it has to be enabled for the Checklist Item or it will not be available on any re-inspections.






16. To associate a code to the question, select Associated Codes.  Steps 16-18 applies to all Response Types except Group Name and Field Updates.





17. Select one or more codes to associate with the Checklist Item.
  1. Use advanced search to find the correct code(s).
  2. Select the appropriate code(s).

Select one or more codes to associate with the Checklist Item.




18. After selecting the appropriate code(s), click on Save.


After selecting the appropriate code(s), click on Save.



19. To provide email notification for a violation, select Associate Emails.
  1. Available for Standard Inspection Response and Custom Response Types only.





20. Enter information for the Associated Email:
  1. Applicable response
  2. CC Inspector - Optional
  3. Include Inspection report - Optional
  4. Default recipient(s)
  5. Subject
  6. Email Message Body (formatting text by selecting the text and the format desired).
  7. Select Save when done.





21. Select Save when done editing the Checklist Item.






22. Question options (applies to all Response Types):
  1. Deactivate/Activate Checklist Item.
  2. Duplicate Checklist Item.
  3. Delete Checklist Item.






23. Reorder the Checklist Item using drag and drop, if needed.
  1. NOTE: Checklist Items can only be reordered only within the same section of the checklist.






24. Click on the appropriate section.






25. Click on Add New Checklist Item.







26 This is an example of a Single Select question. Only one response can be selected.
  1. A Single Select Response Type checklist item will not trigger violation tracking.
  2. Associated Codes, if needed.
  3. Enter the text for the response and then select "+" to add any additional responses needed.
  4. Select Mandatory Response - Optional
  5. Response Type = Single Select
  6. Select "+" to add answers as needed and label them.
  7. Select "-" to remove an answer
  8. Select Save when done






27. This is an example of a Multi Select question. More than one response can be selected.
  1. A Multi Select Response Type checklist item will not trigger violation tracking.
  2. Enter the text for the response and then select "+" to add any additional responses needed.
  3. Select Mandatory Response - Optional
  4. Response Type = Multi Select
  5. Associated Codes, if needed.
  6. Select "+" to add answers as needed and label them.
  7. Select "-" to remove an answer
  8. Select Save when done






28. This is an example of a Free Text question. A text box will be presented in the checklist that text can be added to.
  1. A Free Text Response Type checklist item will not trigger violation tracking.
  2. Enter the text for the response and then select "+" to add any additional responses needed.
  3. Select Mandatory Response - Optional
  4. Response Type = Free Text
  5. Associated Codes, if needed.
  6. Select Save when done





29. Custom Response Example - Click on Add Response (#1).
  1. Enter your response (#2) and link to the correct Standard Response (#3).
  2. Fail and Citation response types can be set to trigger a reinspection (toggled on - green) or to not trigger a reinspection (toggled off - red) (#4).
  3. Repeat the process to add additional responses as needed.
  4. Custom Response creates violation tracking (when a code is associated with the checklist item) even when a reinspection is not triggered (see step #4).
  5. You can associate an email with the Custom Response (see steps 19 & 20).
  6. Save when done.






30. Group Example, Step 1. Enter an appropriate Group Name in the Checklist Section and select save.
  1. A Group can be set-up and sub-categories can be set-up in the Checklist Items, see below.






31. Group Example, step 2. Click on Add New Checklist Item.







32. Group Example, step 3. Enter an appropriate name for the sub-category and select Group Name in the Response Type dropdown.  Select Save when done.  Repeat to create the sub-categories you need.







33. Group Example, step 5. Click on Add New Checklist Item.


Group Example, step 5. Click on Add New Checklist Item.




34. Group example with two sub-categories created. Add Checklist items as needed for the Subcategories.








35. Field Update example:
  1. Allows adding an Occupancy Field to the Checklist for verification and updating.
  2. Select appropriate field after selecting Field Update as the Response Type.  Note Search filter at top of list.
  3. Can add multiple Field Updates to one checklist.
  4. Verify  that the Inspector can update the selected field(s) (Roles Permissions).








36. Checklist option - Set Check Require All checklist items to be completed.
  1. Will require all Checklist Items to be required.

Checklist option - Set Check Require All checklist items to be completed.




37. Checklist option - Check Allow to add Ad-hoc violations for this checklist.
  1. Will place an Ad Hoc violation section to the Checklist. Great option to add code violations not specifically listed in your Checklist.

Checklist option - Check Allow to add Ad-hoc violations for this checklist.




38. Click on Results options - Bulk Action to add Standard Inspection Checklist Result Options to the entire checklist.


Click on Results options - Bulk Action to add Standard Inspection Checklist Result Options to the entire checklist.




39. Select Standard Inspection Type Responses to add to all Standard Inspection Type items in the entire Checklist and then Save.


Select Standard Inspection Type Responses to add to all Standard Inspection Type items in the entire Checklist and then Save.




40. Activate All - Activates all Checklist Items in the selected section.


Activate All - Activates all Checklist Items in the selected section.




41. Duplicate all - Duplicates all Checklist Items in the selected section.


Duplicate all - Duplicates all Checklist Items in the selected section.




42. Click on Save to save your data, os see Step 43.


Click on Save to save your data.




43. Select Close to close the Edit Checklist Window.


Select Close to close the Edit Checklist Window.




44. Prompted to Save - Yes or No.


Prompted to Save - Yes or No.


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