Inspection Record - General Information
Purpose Statement
To provide comprehensive guidance on completing the General Information section of inspection records, enabling inspectors to efficiently capture essential inspection details, manage auto-save functionality, and utilize key features like timing, contact management, and file attachments. This ensures accurate documentation and streamlined inspection workflows for Fire/EMS departments.
Background Information
The General Information section serves as the foundation of every inspection record, capturing critical metadata that supports compliance tracking, scheduling, and reporting requirements. This section automatically saves inspection progress to prevent data loss and includes essential fields for inspection type, timing, contacts, and documentation attachments. Understanding these features is crucial for maintaining accurate inspection records and ensuring regulatory compliance.
Required Permissions
To complete inspection records and access General Information features, users need:
- Inspection Creation permission to start new inspections
- Inspection Edit permission to modify inspection details
- File Upload permission to attach images and documents
- Video Conference permission to initiate remote inspections (if applicable)
- Inspection Assignment permission to reassign inspections to other users or teams
Video
Step-by-Step Guide
The Auto-Save for Inspections is initiated after picking the Inspection Type
- Manually Created Inspections:
- From the Inspections List, select "Start an Inspection."
- Enter the address or select “Start Inspection” from the Actions column for unscheduled items.
- Choose the Inspection Type and begin with auto-saving activated.
- Scheduled Inspections:
- Select the Inspect action (Inspect/Play/Start button) from the list for scheduled inspections, which pre-fills the Inspection Type.
- Auto-save is triggered upon initial interaction with the inspection.
Inspection data (Occupancy, Inspection, Contact) will be saved to the device cache every minute when a data change has been detected. For example, the user uses the keyboard, clicks a button, adds a signature, clicks a checklist item, fills in an occupancy data field, adds a photo, etc. This functionality will only work for clients with offline inspections ON. The data is saved to the server when selecting “Save,” “Submit,” or “Complete.”
For optimal performance, it is best for the user to conduct the inspection directly in the browser rather than within the app. If the app crashes, the cache will be lost, resulting in the loss of inspection data.
If a user plans to conduct inspections offline, they should do so directly in the browser because offline caching will work better and reduce the chances of losing the inspection data if the app is closed or crashes.
Best Practices
Auto-Save Optimization:
- Conduct inspections directly in the browser rather than the mobile app for better performance
- Allow auto-save to run every minute when data changes are detected
- Ensure offline inspections are enabled in your client settings for cache functionality
Data Management:
- Save inspection data frequently using the "Save" button, especially before switching between sections
- Complete inspections in the browser to prevent data loss from app crashes
- Use descriptive notes to provide context for future reference, keeping in mind they won't print
Workflow Efficiency:
- Pre-schedule inspections when possible to streamline the startup process
- Keep inspection contacts updated to ensure accurate communication records
- Link relevant invoices and permits during the inspection rather than afterward
Troubleshooting & FAQs
Q: My inspection data disappeared after the app crashed. How can I prevent this? A: Use the browser version instead of the mobile app. Browser-based inspections have better caching and will preserve your data even if connectivity is lost.
Q: Auto-save isn't working during my inspection. What should I check? A: Verify that offline inspections are enabled in your client settings. Auto-save only functions with this feature activated and requires interaction with the form (typing, clicking, etc.).
Q: Can I change the inspection type after starting an inspection? A: Yes, you can select a different inspection type from the dropdown menu at any time before submitting the inspection.
Q: Why can't I see my notes on the printed inspection report? A: Notes entered in the General Information section are for internal use only and don't appear on printed reports. Use the inspection checklist or findings sections for reportable notes.
Q: How do I know if my inspection timing is being tracked? A: When you select an inspection type that includes timing, you'll see a confirmation dialog asking if you want to mark time as "On-site."
Related Articles
- Remote Video Conference for Inspection
- Inspection Timer/Clock
- Managing Inspection Contacts
- Inspection Record - Linking Invoices and Permits
- Offline Inspection Functionality
- Inspection Scheduling and Management
- File Upload and Document Attachment
- Inspection Status Management
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