Learn about inspection templates, how they're used to create inspections, and how inspection results are processed.

- What are templates? - What are inspections? - What are reports? - How templates, inspections, and reports work together - Frequently asked questions

What are templates?

Templates define the questions and structure for inspections. They are created by administrators and used by inspectors to conduct inspections.

Template components

Template metadata: - Name: Template name (e.g., "Pump Inspection") - Description: Template description - Type: ASSET, AUDIT, or INCIDENT - Asset Type: Asset type this template applies to (for ASSET templates) - Icon: Template icon (optional) - Color: Template color (optional)

Sections: - Organized groups of questions - Sections help organize complex inspections - Questions are grouped within sections

Questions: - Individual questions with response types - Questions can be required or optional - Questions can have hints - Questions can have conditional logic

Response types: - Define how questions are answered - Text, number, multi-choice, checkbox, date, image, location, etc. - Response options can trigger actions (work requests, flags, incidents)

Example:

Template: "Pump Inspection"
Type: ASSET
Asset Type: Pump
Sections:
  - Visual Inspection
    - Questions about visual condition
  - Operational Check
    - Questions about pump operation
  - Safety Check
    - Questions about safety features

Template status

DRAFT: - Template is being created/edited - Not available for inspections - Can be edited freely

PUBLISHED: - Template is available for inspections - Cannot be edited directly - New version must be created to make changes

ARCHIVED: - Template is no longer active - Not available for new inspections - Historical inspections are preserved

ERROR: - Template has configuration issues - Not available for inspections - Must be fixed before publishing

What are inspections?

Inspections are instances of templates that are conducted on assets, facilities, or processes. They capture answers, photos, and notes from inspectors.

Inspection components

Inspection metadata: - Inspection Number: Unique inspection number (e.g., INS-2024-001) - Template: Template used for this inspection - Template Version: Version of template used - Asset: Asset being inspected (for asset inspections) - Inspector: User conducting the inspection - Status: IN_PROGRESS, COMPLETED, or CANCELLED - Started At: When inspection was started - Completed At: When inspection was completed

Answers: - Answers to template questions - Text, number, multi-choice, checkbox, date, image, location, etc. - Answers can trigger actions (work requests, flags, incidents)

Photos: - Photos attached to answers - Photos can be annotated (drawn on) - Photos provide visual evidence

Notes: - Notes attached to answers - Notes provide additional context - Notes are required for some response options

Example:

Inspection: INS-2024-001
Template: Pump Inspection (Version 1)
Asset: Pump-001
Inspector: John Doe
Status: COMPLETED
Started At: 2024-11-25 09:00 AM
Completed At: 2024-11-25 09:30 AM
Answers:
  - Condition: "Needs Repair" (triggers work request)
  - Pressure: "150 PSI"
  - Photo: [Photo of pump]
  - Note: "Pump is making unusual noise"

Inspection lifecycle

1. Creation: - Inspection is created from a published template - Inspection number is generated automatically - Inspection status is set to IN_PROGRESS

2. Conducting: - Inspector fills out inspection questions - Answers are auto-saved as inspector works - Photos and notes are attached to answers

3. Completion: - Inspector reviews all answers - Inspector completes inspection - Inspection status is set to COMPLETED

4. Processing: - Actionable answers are processed automatically - Work requests, work orders, flags, or incidents may be created - Inspection outcomes are generated

5. Archival: - Completed inspections are stored for historical reference - Inspections cannot be edited after completion - Inspections are preserved for audit trails

What are reports?

Reports are generated from completed inspections. They document inspection results, outcomes, and actions taken.

Report types

Inspection reports: - Detailed reports of inspection results - Include all answers, photos, and notes - Show inspection outcomes (work requests, flags, incidents)

Work reports: - Reports of work requests and work orders - Include work progress, time tracking, and completion status - Show work items created from inspections

Compliance reports: - Reports of audit flags and corrective actions - Include flag severity, category, and resolution status - Show compliance metrics and trends

Incident reports: - Reports of incidents and investigations - Include incident type, severity, and resolution status - Show incident trends and patterns

Example:

Inspection Report: INS-2024-001
Template: Pump Inspection
Asset: Pump-001
Inspector: John Doe
Date: 2024-11-25
Results:
  - Condition: Needs Repair
  - Pressure: 150 PSI
  - Safety Guard: Missing
Outcomes:
  - Work Request: WR-2024-001 (Pump repair)
  - Flag: FLAG-2024-001 (Safety guard missing)

How templates, inspections, and reports work together

Template → Inspection → Report flow

Step 1: Template creation - Administrator creates a template - Template defines questions and structure - Template is published

Step 2: Inspection creation - Inspector starts an inspection from a published template - Inspection is created with template structure - Inspector fills out inspection questions

Step 3: Inspection completion - Inspector completes inspection - Inspection is processed - Actionable answers trigger outcomes

Step 4: Report generation - Reports are generated from completed inspections - Reports document inspection results - Reports show inspection outcomes

Example:

1. Administrator creates "Pump Inspection" template
2. Template is published
3. Inspector starts inspection from template
4. Inspector fills out inspection questions
5. Inspector completes inspection
6. Work request is created for "Needs Repair" answer
7. Flag is raised for "Safety Issue" answer
8. Inspection report is generated
9. Work report is generated for work request
10. Compliance report is generated for flag

Template versioning

Version tracking: - Templates are versioned automatically - Inspections store the template version used - Template updates don't affect historical inspections

Example:

Template: "Pump Inspection"
  - Version 1: Published on 2024-01-01
  - Version 2: Published on 2024-06-01 (added temperature question)
  - Version 3: Published on 2024-11-01 (updated response options)

Inspections:
  - INS-2024-001: Uses Version 1
  - INS-2024-050: Uses Version 2
  - INS-2024-100: Uses Version 3

Actionable answers

Automatic workflow generation: - Inspection answers can trigger workflows automatically - Work requests are created for maintenance needs - Work orders are created for direct assignments - Flags are raised for compliance issues - Incidents are reported for critical issues

Example:

Inspection Answer: "Needs Repair" (selected)
Actions:
  - Creates Work Request: "Pump-001 needs repair"
  - Priority: MEDIUM
  - Requires Photo: Yes
  - Requires Note: Yes

Inspection Answer: "Safety Issue" (selected)
Actions:
  - Raises Flag: "Safety guard missing"
  - Severity: HIGH
  - Category: Safety
  - Requires Photo: Yes
  - Requires Note: Yes

Inspection Answer: "Critical Failure" (selected)
Actions:
  - Triggers Incident: "Critical pump failure"
  - Type: SAFETY
  - Severity: CRITICAL
  - Requires Photo: Yes
  - Requires Note: Yes

Frequently asked questions

What is the difference between a template and an inspection?

A template defines the questions and structure for inspections. An inspection is an instance of a template that is conducted on a specific asset, facility, or process.

Can I edit a template after it's published?

No, published templates cannot be edited directly. You must create a new version of the template to make changes. Previous versions are preserved for historical inspections.

Can I edit an inspection after it's completed?

No, completed inspections cannot be edited. Contact your administrator if you need to make changes.

What happens if I update a template?

When you update a template, a new version is created. Existing inspections continue to use the version they were created with. New inspections will use the latest published version.

How do I know which version of a template was used for an inspection?

Each inspection stores the template version it was created with. You can view this information in the inspection details.

What are actionable answers?

Actionable answers are inspection answers that trigger automatic workflows. For example, selecting "Needs Repair" may automatically create a work request.

How do I configure actionable answers?

Actionable answers are configured in response options when creating templates. Administrators can set actions (work requests, flags, incidents) for each response option.

What happens if I delete a template?

Deleted templates are archived, not permanently deleted. Historical inspections using the template are preserved. The template is no longer available for new inspections.

Related articles

- Creating templates - Editing templates - Start, edit, and complete inspections - Viewing inspection history - Work management - Compliance and flags

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