Who is this article for?

Users responsible for actioning inspections.

Inspection Admin(INSADM) permissions are required.

Inspection Manager is a module designed to assist your company with raising a new inspection and carrying these out.  Within this article we will be discussing the process of completing an inspection.

1. Accessing Inspection Records
2. Viewing the Inspection Calendar
3. Viewing the Inspections List
4. Viewing Inspection Details
   • Additional Tabs
5. Completing Questions
6. Raising Actions

1. Accessing Inspection Records

For many users, the first screen you reach in Inspection Manager will be the My Inspections screen, listing all inspections that you have permission to view.

This screen is a filterable list of all inspection that are either already assigned to you, or you have permission to assign to yourself or view.

The inspections are split into five categories:

• Overdue
• Due Today 
• Due next 7 days
• Completed
• Due Later

Select any of the inspections in the list, will direct you to the Inspection Details screen.

You can also access inspections via the All Inspections or Calendar views in the menu down the left-hand side of the screen.

2. Viewing the Inspection Calendar

Calendar gives you a month view of all inspections you have permissions to view.

3. Viewing the Inspections List

All Inspections will show a filterable and sortable list of all inspections you have permission to view.

Several filters are available for you to use to find the specific inspection record you are looking for. 

Magnifying glass will apply your filters. Cross will reset the filters.

Selecting any of the list heading will sort the list A-Z or Z-A based on that column.

There is also a colour key for the inspections that you can use for reference.

4. Viewing Inspection Details

To view an inspection's details:

1. Select the inspection you wish to view.
   You will be taken to the Details page.

2. Add a Title.
3. Enter an optional Description.
4. Set the correct Status.
   During the lifecycle of an inspection they will go through various statuses:

• • • Scheduled - Raised and has a defined start date.
    • In Progress - Inspection has begun.
    • Completed - Inspection has been completed.
    • Closed - All related items are completed and the record is closed.

5. Tick Auto close to automatically close the inspection when all related actions have been completed.
6. Set a Start Date.
   An inspection cannot begin until the start date is reached.
7. Set a Due Date.
   This is the date that the inspection should be completed by.

Additional Tabs

In this section of the system there are also additional tabs you use as part of the inspection.

• Details - The main details for the inspection as shown in the above section
• Questions - The inspection checklist.
• Associated Documents - Additional files may be available for you to help with the inspection process.  You can also attach your own files within this tab.
• Actions - Any actions raised as part of the inspection process.
• Associated Inspections - More inspections records that have been carried out or are due to be carried out in the same location.
• History - Overview of the results and actions raised from previous inspections carried out in the same location as the current inspection. 

5. Completing Questions

The main body of the Inspection records is the Checklist, located under the Questions tab.  From here you can provide responses for each of the questions and, where required, raise actions.

1. To access the Inspection checklist click the Questions tab as show in the image below:

2. You will then need to input your responses into the checklist.  Depending on the type of the question, the required response will vary.  Response types include:

• • Text
  • Drop Down lists
  • Radial buttons
  • Date selector
  • Yes/No 

When certain answers are provided, it may trigger the need to raise an action to correct an issue.  For further instructions on raising action see section 7 below.

3. While the system does auto-save when any action is performed in this screen, if all questions are completed, you will then be asked to confirm the changes by clicking the Save button.

6. Raising Actions

When completing an inspection, you may find that you need to raise an action in order to correct an issue you have found or for continual improvement.

If defined by an administrator, some question responses may automatically trigger the need to raise an action, otherwise you will manually need to raise the action either against the specific question or against the inspection as a whole.

To raise an action:

1. Select the Raise Action icon from a question.

2. Switch to the "Actions" tab.
3. Click the the New Action icon.
   You will then be taken to the New Action page.

4. Select an Action Type.
   Certain action types may also include a URL link to additional resources and information.
5. Enter a Title and optional Description.
6. Select an Owner.
   The task will then appear in their to-do list. They will also be able to view the details of the inspection or related questions for additional information, directly within the action.
7. Amend Target Date if required.
8. Click Raise Action to create it.
   Alternatively, you can Complete Action to raise and complete the action. This is useful for minor tasks that were resolved during the inspection.