Inspection List - Bulk Action: Print and Mail Inspection Reminder

Inspection List - Bulk Action: Print and Mail Inspection Reminder

Purpose Statement

This feature enables fire prevention and inspection personnel to efficiently generate and print inspection reminder notices in bulk for scheduled inspections. The Print and Mail functionality streamlines the process of creating professional reminder documents that can be mailed to property owners or occupants, ensuring compliance with inspection scheduling requirements and improving communication with the community.

Background Information

The Print and Mail Inspection Reminder feature is designed to support fire prevention programs by automating the creation of standardized reminder notices. This functionality is particularly valuable for departments managing large numbers of scheduled inspections, as it eliminates the need to create individual reminder letters manually. The feature integrates with the Form Builder system, allowing departments to customize reminder templates to match their branding and communication standards.

Common use cases include:

  • Annual inspection reminders for commercial properties
  • Follow-up notices for missed inspections
  • Initial scheduling notifications for new inspection requirements
  • Compliance reminders for specific occupancy types

Prerequisites:

  • Inspection Reminder form template must be created in Form Builder
  • Scheduled inspections must exist in the system
  • User must have appropriate permissions for bulk actions and printing

Required Permissions

To complete this process, users must have the following permissions:

  • Inspections: View - Required to access inspection lists and scheduled inspections
  • Inspections: Bulk Actions - Required to perform bulk operations on multiple inspections
  • Form Builder: Access - Required to create and manage inspection reminder templates
  • Form Builder: Print - Required to generate printable documents from templates
Video


Step-by-Step Guide




1. Click on Form Builder List under Inspections.


Click on Form Builder List under Inspections.



2. Click on Create Form to create a template.


Click on Create Form to create a template.



3. Create a name for the Inspection Reminder Form.


Create a name for the Inspection Reminder Form.



4. Click on the Template Category and choose Inspection Reminder for the Template Category.


Click on the Template Category and choose Inspection Reminder for the Template Category.



5. To help you create a form, please go to the Knowledge Based Article "Inspections: Form Builder Basics" to help you get started with creating a form.



6. Click on My Inspections or Inspections List once you have created an Inspection Reminder form.


Click on My Inspections or Inspections List



7. Select a scheduled inspection.


Select a scheduled inspection.



8. Click on Bulk Actions.


Click on Bulk Actions.




















9. Click on Inspection Reminder.


Click on Inspection Reminder.



10. Click on Print for Mailing.


Click on Print for Mailing.



11. Click on the dropdown arrow and choose the Form Template to be used.


Click on the dropdown arrow and choose the Form Template to be used.



12. Click on Double-Sided Print option if needed. This option will add the necessary blank pages to print Double-Sided properly.


Click on Double-Sided Print option if needed. This option will add the necessary blank pages to print Double-Sided properly if needed.



13. Click on Print to bring up the Template to be printed and then mailed.


Click on Print to bring up the Template to be printed and then mailed.

Best Practices

Template Design:

  • Include department letterhead and contact information for professional appearance
  • Use clear, concise language that property owners can easily understand
  • Include specific inspection dates, times, and requirements
  • Add instructions for rescheduling if needed

Bulk Processing:

  • Group inspections by similar types or areas for more efficient processing
  • Review selected inspections before executing bulk actions to ensure accuracy
  • Process reminders in batches during low-activity periods to avoid system performance issues

Print Management:

  • Use double-sided printing option when available to reduce paper usage and mailing costs
  • Verify template formatting before bulk printing large quantities
  • Maintain adequate paper and toner supplies for bulk printing operations

Quality Control:

  • Review a sample reminder before processing large batches
  • Ensure all required information is properly populated in templates
  • Verify mailing addresses are current and complete

Troubleshooting & FAQs

Q: The Inspection Reminder option doesn't appear in Bulk Actions. What should I check? A: Verify that you have the required permissions for bulk actions and that you've selected at least one scheduled inspection. Also ensure that an Inspection Reminder template has been created in Form Builder.

Q: My template isn't appearing in the dropdown when selecting a form template. A: Confirm that your template was saved with the "Inspection Reminder" category in Form Builder. Only templates with this specific category will appear in the dropdown.

Q: The double-sided print option isn't working correctly. A: Ensure your printer supports double-sided printing and that the printer settings are configured properly. The system adds blank pages automatically, but your printer must be set to duplex mode.

Q: Some inspection information isn't populating in the printed reminders. A: Check that all required fields in your template are properly mapped to inspection data fields. Incomplete inspection records may result in missing information on printed reminders.

Q: Can I customize the reminder message for different types of inspections? A: Yes, create separate templates for different inspection types or customize your template to include conditional text based on inspection categories.

    • Related Articles

    • Inspections List - Bulk Action: Print

      Purpose Statement The Bulk Action: Print feature allows users to efficiently generate and print multiple completed inspection reports simultaneously from the Inspections List. This functionality streamlines the process of creating hard copies for ...

    • Inspections List - Bulk Action: Sending Inspection Reminder

      Purpose Statement The Inspection Reminder bulk action allows users to efficiently send email notifications to property contacts for scheduled inspections directly from the Inspections List or My Inspections pages. This feature streamlines ...

    • Inspections List - Bulk Actions: Send Email

      Purpose Statement The bulk email feature allows Fire Prevention personnel to efficiently send inspection reports and related documents to property owners, business contacts, and other stakeholders. This functionality streamlines communication by ...

    • Form Builder - Adding US Mailing Address to Inspection Form

      Purpose Statement This feature enables Fire/EMS departments to add standardized business addresses to inspection forms, allowing for direct mailing of inspection reports using standard #10 window envelopes through the United States Postal Service. ...

    • Inspections List - Bulk Action: Modify Scheduled Inspections

      Purpose Statement The bulk modification feature allows users to efficiently update multiple scheduled inspections simultaneously from the Inspections List page. This functionality streamlines the process of making changes to inspection schedules, ...