Adding and Updating Contacts and Adding Addendum in Previously Completed Inspections

Adding and Updating Contacts and Adding Addendum in Previously Completed Inspections

Purpose Statement

This feature allows users to manage contact information and add supplementary documentation (addendums) to inspections that have already been completed. This functionality ensures that critical contact updates and additional inspection details can be captured without requiring a complete re-inspection, maintaining data accuracy while preserving inspection integrity and compliance requirements.

Background Information

Fire prevention and inspection workflows often require post-completion updates when new contacts are identified, contact information changes, or additional findings need to be documented. This feature addresses the common scenario where inspections are completed but require supplementary information to maintain accurate records. The system maintains audit trails while allowing controlled modifications to ensure compliance with fire prevention regulations and departmental policies.

Required Permissions

Users must have the following permissions enabled to perform these functions:

  • Contacts - Add Contact After Complete Inspection (Prevention Bucket) - Required to add new contacts to completed inspections
  • Contacts - Edit Contact After Complete Inspection (Prevention Bucket) - Required to modify existing contact information

Video 



Step-by-Step Guide

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1. Click on Inspections> Inspections List.






2. Select the eye to view a completed inspections report.


Select the eye to view a completed inspections report.



3. From here we can add and edit Contact information. Click on contacts.


From here we can add and edit Contact information. Click on contacts.



4. Click on "Add" to add a contact.
  1. NOTE: The user must have this permission enabled to perform this function: Contacts - Add Contact After Complete Inspection (Prevention Bucket).
  2. NOTE: Vendor Contacts cannot be added to a completed inspection.






5. A dialog window will appear allowing you to enter the information associated with that contact. Select "Save" when done.
  1. What is allowed when a new contact is made in a completed inspection:
    1. Check "Receive email for inspection report"
    2. Mark as the occupancy contact.
    3. Fill in the contact information fields.
  2. What is not allowed when a new contact is made in a completed inspection:
    1. Mark as the inspection contact.






6. Click on the pencil to edit an existing contact, and a window will appear allowing you to edit the information associated with that contact. When you're done, select "Save."
  1. NOTE: The user must have this permission enabled to perform this function: Contacts - Edit Contact After Complete Inspection (Prevention Bucket).
  2. An edited contact cannot be marked as the Inspection Contact.






7. You can also add or edit Addendums. Click on Edit Addendum.


You can also add or edit Addendums. Click on Edit Addendum.



8. Here you will be able to see any existing addendums, as well as the ability to add a new addendum. When finished with your new addendum, click the "X" in the upper right corner.  Click "Apply" to add a new addendum.


Here you will be able to see any existing addendums, as well as the ability to add a new addendum. When finished with your new addendum, click Apply.

Best Practices

  • Document thoroughly: Use addendums to provide clear, detailed explanations for any post-completion findings or changes
  • Verify contact accuracy: Double-check all contact information before saving to ensure proper communication channels
  • Maintain inspection integrity: Only add contacts and addendums that are directly related to the original inspection scope
  • Review permissions regularly: Ensure appropriate staff have the necessary permissions while maintaining security protocols
  • Use occupancy contacts appropriately: Mark contacts as occupancy contacts only when they are the primary responsible party for the property

Troubleshooting & FAQs

Q: Why can't I add a vendor contact to a completed inspection? A: Vendor contacts are restricted from being added post-completion to maintain inspection integrity and prevent conflicts of interest.

Q: I can't mark a contact as an inspection contact. Why? A: For completed inspections, new or edited contacts cannot be designated as inspection contacts to preserve the original inspection record's integrity.

Q: My addendum isn't saving properly. What should I check? A: Ensure you click "Apply" to save the addendum, then use the "X" to close the window. Verify you have proper permissions for the inspection module.

Q: Can I delete contacts from completed inspections? A: Contact deletion capabilities depend on your specific permission settings. Contact your system administrator if deletion functionality is required.

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