Navigating and Using the Inspection Organizer

Navigating and Using the Inspection Organizer

Purpose Statement

The Inspection Organizer is a centralized tool designed to streamline the management of fire safety and code compliance inspections. This feature enables users to efficiently search, schedule, track, and manage inspections across multiple occupancies, while providing comprehensive filtering options and bulk operation capabilities to enhance productivity and ensure regulatory compliance.

Background Information

The Inspection Organizer serves as the primary interface for managing inspection workflows within the fire prevention module. It integrates with occupancy records to provide a comprehensive view of inspection requirements, scheduling, and status tracking. This tool is essential for fire prevention officers, inspectors, and administrative personnel who need to maintain compliance schedules, generate inspection reports, and coordinate field activities. The organizer supports both individual and bulk operations, making it suitable for departments managing large numbers of commercial and residential properties.

Required Permissions

To access and utilize the Inspection Organizer effectively, users must have the following permissions:

  • Inspections Module Access: View and navigate inspection-related features
  • Occupancy Records Access: View and edit occupancy information
  • Inspection Scheduling: Create, modify, and cancel inspection appointments
  • Print/Export Data: Generate reports and export inspection data
  • Bulk Operations: Perform mass updates on multiple inspection records (administrator level)

Video


Step-by-Step Guide


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1. Click on Inspections.


Click on Inspections.


2. Click on Inspection Organizer.


Click on Inspection Organizer.



3. Select Inspection Type. Note: The inspection Type selected here will be used when scheduling or starting an inspection from this page.






4. Click on Change.


Click on Change.



5. Enter global search criteria. Global search is used for addresses and Occupancy Name. Partial address elements and Occupancy Name can be used.


Enter global search criteria. Global search is used for addresses and Occupancy Name. Partial address elements and Occupancy Name can be used.



6. Click on Search.


Click on Search.



7. Click on Advanced Search.


Click on Advanced Search.



8. Click on and select one or more advanced search criteria.


Click on and select one or more advanced search criteria.



9. Click on search to apply the search criteria.


Click on search to apply the search criteria.



10. Click on Map view to view map. The map view will respect any filters applied. The address, business name and property use only is viewed.


Click on Map view to view map. The map view will respect any filters applied. The address, business name and property use only is viewed.



11. Click Columns to show dropdown menu to select the columns to display on the page. Address and Actions will always display.


Click Columns to show dropdown menu to select the columns to display on the page. Address and Actions will always display.



12. Click on any column title to sort ascending or descending.


Click on any column title to sort ascending or descending.



13. Click on Occupancy record in the Address column to edit the Occupancy Record. See the related Knowledge Base Article for more information.


Click on Occupancy record in the Address column to edit the Occupancy Record. See the related Knowledge Base Article for more information.



14. Click the Calendar in the Next Initial Inspection Date column to schedule.


Click the Calendar inb the Next Initial Inspection Date column to schedule



15. Enter the appropriate scheduling information and then Save.


Enter the appropriate scheduling information and then Save.



16. After an Inspection is scheduled, actions available are start or resume the scheduled Inspection, Cancel Inspection, and Delete Inspection.


After an Inspection is scheduled, actions available are start or resume the scheduled Inspection, Cancel Inspection, and Delete Inspection.



17. In the Actions column, Start a new Inspection, Print, and Inspection History are available.


In the Actions column, Start a new Inspection, Print, and Inspection History are available.



18. When printing (single occupancy or with a bulk action), select "Summary Occupancy Card" to print a blank Occupancy card for enter data in the field for later entry into the Occupancy record.






19. Or, select one or more sections of the Occupancy record to print previously entered data.


Or, select one or more sections of the Occupancy record to print previously entered data.



20. Page parameters are Pages, Rows per page, and download. Note that the download feature will respect any advanced search criteria applied.


Page parameters are Pages, Rows per page, and download. Note that the download feature will respect any advanced search criteria applied.



21. Select all or individual records to perform a bulk operation.


Select all or individual records to perform a bulk operation.



22. Bulk actions available are Scheduling Inspections, Modify Scheduled Inspections, Delete Inspections, Cancel Inspections, Mark Inspectable, Mark Not Inspectable, and Print.
  1. Schedule for bulk action is same dialog window for scheduling a single inspection.
  2. Inspections have to be scheduled for an occupancy to activate the modify scheduled inspections, delete inspections, cancel inspections bulk actions.
Bulk actions available are Scheduling Inspections, Modify Scheduled Inspections, Delete Inspections, Cancel Inspections, Mark Inspectable, Mark Not Inspectable, and Print.

Best Practices

Search Optimization

  • Use partial address elements for broader search results
  • Combine global and advanced search criteria for precise targeting
  • Save frequently used search criteria as bookmarks in your browser

Scheduling Efficiency

  • Set inspection types before beginning scheduling sessions
  • Use bulk scheduling for properties requiring similar inspection types
  • Schedule inspections during optimal time blocks to maximize field efficiency

Data Management

  • Regularly update occupancy records before scheduling inspections
  • Use print options to create field-ready documentation
  • Export data periodically for backup and reporting purposes

Workflow Organization

  • Sort results by inspection due dates to prioritize overdue items
  • Use map view for route planning and geographic organization
  • Customize column displays based on specific departmental needs

Troubleshooting & FAQs

Q: Why can't I see the modify/delete options for scheduled inspections? A: These bulk actions only appear after inspections have been scheduled. Complete the scheduling process first, then these options will become available.

Q: My search results are empty even though I know properties exist. A: Check your inspection type selection and search criteria. Try using partial addresses or broadening your search terms. Verify you have appropriate permissions for the properties you're searching.

Q: The map view isn't displaying properties correctly. A: Ensure that occupancy records have complete address information. Map view requires properly geocoded addresses to display accurately.

Q: Bulk actions aren't working as expected. A: Verify that all selected records are in the same status (e.g., all scheduled, all unscheduled). Some bulk actions require specific record states to function properly.

Q: Print options are missing or not generating reports. A: Check your print permissions and browser pop-up settings. Some printing functions may require pop-ups to be enabled for the First Due domain.

Q: Downloaded data doesn't include all my search results. A: The download function respects pagination settings. Adjust your "rows per page" setting to include more records, or perform multiple downloads if working with very large datasets.

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