Inspection Form – Make changes to the form without changing historical records
Purpose Statement
This feature allows agencies to edit inspection forms from the form builder without affecting previously completed inspections, while providing administrators the ability to backdate form changes when necessary. The system maintains the integrity of historical inspection records by archiving old forms and creating new versions with specific effective dates.
Background Information
Previously, editing an inspection form would affect all inspections using that form, including completed ones. This new functionality separates form versions by effective dates, ensuring that completed inspections retain their original form data unless specifically backdated by authorized users. This change was implemented on March 11, 2024, to provide better data integrity and administrative flexibility for fire prevention departments managing inspection workflows.
Required Permissions
New Permission Required for Backdating:
- Fire Inspection Form Builder - Backdate
- Bucket - Fire Prevention
- Migration - Admin user role
Note: The backdate feature should only be used in specific situations, such as correcting typos in forms or addressing critical errors.
1 - Users can edit an inspection form from the form builder without affecting previously completed inspections.
2 - With a new permission, users can now select the date and time the form will become effective when editing an inspection form.
3 - Once the user confirms and saves, the old form will be archived, and a new one will be created and published. If the user backdates the form, all inspections created from the desired date to now that were using that form will be updated.
4 - The completed inspections (completed, completed with
failures, or completed with citations) will use the form assigned when the
inspection was completed or the updated one if the user edits the form builder
and backdates the date.
This new feature will be released on March 11, 2024.
Video
Step-by-Step Guide
- Fire Inspection Form Builder - Backdate
- Bucket - Fire Prevention
- Migration - Admin user role
NOTE: The backdate feature should only be used in specific situations, for example there is a typo in the form and it needs to be corrected.- This action will effect only Inspections Completed after the effective date and time saved. The previous form will be archived and the new one is created.
- This action will effect any Inspections Completed back to the new effective date and time saved. The previous form will be archived and the new one is created.
Best Practices
- Only use the backdate feature for critical corrections such as typos or regulatory compliance updates
- Review all form changes carefully before saving to avoid unnecessary form versioning
- Document the reason for backdating when using this feature
- Coordinate with field staff when making form changes that affect active inspections
- Regularly review archived forms to maintain system organization
Troubleshooting & FAQs
Q: Can I change an inspection form after an inspection is completed? A: No, once an inspection form is selected for an inspection, it cannot be changed after the inspection is completed.
Q: What happens to inspections that were completed before I made form changes? A: Completed inspections will use the form that was assigned when the inspection was completed, unless you backdate the form changes with proper permissions.
Q: I don't see the backdate option when saving my form. Why? A: You need the "Fire Inspection Form Builder - Backdate" permission to modify effective dates. Contact your administrator to request this permission.
Q: What inspection statuses are affected by form changes?
A: Completed inspections with statuses of "completed," "completed with failures," or "completed with citations" are affected by these rules.
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