Inspection Form – Make changes to the form without changing historical records

Inspection Form – Make changes to the form without changing historical records


Heads Up!
 

We are changing the way Inspection Form updates interact with Completed Inspection. These changes will allow agencies to:

 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.

5 – Note that after an Inspection Form is selected for an Inspection, it cannot be changed after the inspection is completed.

 This new feature will be released on March 11, 2024.



Purpose

  1. The purpose of the Knowledge Base Article is to demonstrate what effects the changes to an Inspection Form have in relation to Completed Inspections.

Related Article

Video


Instructions

Important Note: 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.  Once selected, the Inspection Form cannot be changed.

New Permission:
  1. Fire Inspection Form Builder - Backdate
  2. Bucket - Fire Prevention
  3. 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.



1.  Navigate to the Inspections Module.






2.  Select Form Builder.






3.  Select the Inspection Form to edit.






4.  Make any needed edits and changes to the form.  Select "Save" when done.






5.  Option 1: When saving the form, the user will be prompted to save the form with the current date and time (Continue).
  1. 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.





6.  Option 2: When saving the form, the user can modify (to a previous date only) the effective date and time of the change.
  1. 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.





7.  Without the new permission, when updating an Inspection Form, the effective date time will be the current date and time and cannot be changed by the user.






8.  Note the Creation Date and Effective Date and time for Inspection Forms.




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