Learn how to create inspection templates, add sections and questions, configure response types, and publish templates.

> Note: Template creation is available only to users with admin role.

- What you'll need - Creating a template - Adding sections - Adding questions - Configuring response types - Adding conditional logic - Publishing a template - Frequently asked questions

What you'll need

- A Scan2Evolve account with admin role - Access to template builder - Understanding of inspection requirements - (Optional) Response types configured

Creating a template

Web app

Step 1: Navigate to templates - Click Templates in the navigation menu - Go to /templates - Click Create Template button

Step 2: Configure template metadata - Name: Template name (e.g., "Pump Inspection") * - Description: Template description (optional) - Type: ASSET, AUDIT, or INCIDENT * - Asset Type: Asset type this template applies to (for ASSET templates) - Icon: Template icon (optional) - Color: Template color (optional)

Step 3: Save template - Click Save button - Template is created - Template status is set to DRAFT - Template builder opens

Example:

Template: "Pump Inspection"
Description: "Routine inspection of industrial pumps"
Type: ASSET
Asset Type: Pump
Icon: ci-delivery
Color: #007bff
Status: DRAFT

Adding sections

Web app

Step 1: Add section - Click Add Section button in template builder - Enter section title and description - Sections organize questions into groups

Step 2: Configure section - Title: Section title (e.g., "Visual Inspection") * - Description: Section description (optional) - Position: Section position in template

Step 3: Reorder sections - Drag and drop sections to reorder - Or use the up/down arrows - Sections are numbered automatically

Example:

Section 1: "Visual Inspection"
  Description: "Check visual condition of pump"
  Position: 1
  Questions:
    - Question 1: "What is the condition of the pump?"
    - Question 2: "Are there any visible leaks?"

Section 2: "Operational Check"
  Description: "Check pump operation"
  Position: 2
  Questions:
    - Question 3: "Is the pump running?"
    - Question 4: "What is the operating pressure?"

Section 3: "Safety Check"
  Description: "Check safety features"
  Position: 3
  Questions:
    - Question 5: "Is the safety guard in place?"
    - Question 6: "Are safety signs visible?"

Adding questions

Web app

Step 1: Add question - Click Add Question button in a section - Enter question text - Select response type - Configure question settings

Step 2: Configure question - Text: Question text (e.g., "What is the condition of the pump?") * - Required: Mark as required (optional) - Response Type: Select response type (text, number, multi-choice, etc.) * - Hint: Add hint text (optional) - Position: Question position in section

Step 3: Configure response options (for multi-choice) - Add response options - Configure option actions (work request, flag, incident) - Set option requirements (photo, note)

Example:

Question: "What is the condition of the pump?"
Response Type: Multi-choice
Required: Yes
Hint: "Check for visible damage, leaks, or unusual noise"
Position: 1
Options:
  1. Good
     - Label: "Good"
     - Color: Green
     - Actions: None
  2. Needs Repair
     - Label: "Needs Repair"
     - Color: Orange
     - Actions: Create Work Request
     - Priority: MEDIUM
     - Require Photo: Yes
     - Require Note: Yes
  3. Safety Issue
     - Label: "Safety Issue"
     - Color: Red
     - Actions: Raise Flag
     - Flag Severity: HIGH
     - Flag Category: Safety
     - Require Photo: Yes
     - Require Note: Yes
  4. Critical Failure
     - Label: "Critical Failure"
     - Color: Red
     - Actions: Trigger Incident
     - Incident Type: SAFETY
     - Incident Severity: CRITICAL
     - Require Photo: Yes
     - Require Note: Yes

Configuring response types

Response types

Text: - Free text input - No options required - Used for descriptive answers

Number: - Numeric input with unit selection - Configure units (PSI, M3, KWH, etc.) - Configure decimal places - Used for measurements

Multi-choice: - Single or multi-select options - Configure options with labels and values - Configure option actions - Configure option requirements

Checkbox: - Yes/no or true/false - No options required - Used for binary questions

Date: - Date picker - No options required - Used for dates and timestamps

Image: - Photo capture or upload - No options required - Used for visual evidence

Location: - GPS location - No options required - Used for location tracking

Slider: - Numeric range - Configure min and max values - Used for numeric ranges

Annotation: - Drawing on images - No options required - Used for annotating photos

Asset: - Asset selection - No options required - Used for asset references

Response options (for multi-choice)

Option configuration: - Label: Option label (e.g., "Good", "Needs Repair") * - Value: Option value (optional) - Color: Option color (optional) - Position: Option position

Option actions: - Create Work Request: Creates work request when option is selected - Create Work Order: Creates work order when option is selected - Raise Flag: Raises audit flag when option is selected - Trigger Incident: Triggers incident report when option is selected

Option requirements: - Require Photo: Requires photo when option is selected - Require Note: Requires note when option is selected

Option mappings: - Work Priority: Set priority for work requests/orders (LOW, MEDIUM, HIGH, CRITICAL) - Flag Severity: Set severity for flags (LOW, MEDIUM, HIGH, CRITICAL) - Flag Category: Set category for flags (Safety, Quality, Maintenance, etc.) - Incident Type: Set type for incidents (SAFETY, QUALITY, MAINTENANCE, etc.) - Incident Severity: Set severity for incidents (LOW, MEDIUM, HIGH, CRITICAL)

Example:

Response Type: Multi-choice
Options:
  1. Good
     - Label: "Good"
     - Color: #28a745 (Green)
     - Actions: None
     - Require Photo: No
     - Require Note: No
  
  2. Needs Repair
     - Label: "Needs Repair"
     - Color: #fd7e14 (Orange)
     - Actions: Create Work Request
     - Work Priority: MEDIUM
     - Require Photo: Yes
     - Require Note: Yes
  
  3. Safety Issue
     - Label: "Safety Issue"
     - Color: #dc3545 (Red)
     - Actions: Raise Flag
     - Flag Severity: HIGH
     - Flag Category: Safety
     - Require Photo: Yes
     - Require Note: Yes
  
  4. Critical Failure
     - Label: "Critical Failure"
     - Color: #dc3545 (Red)
     - Actions: Trigger Incident
     - Incident Type: SAFETY
     - Incident Severity: CRITICAL
     - Require Photo: Yes
     - Require Note: Yes

Adding conditional logic

Conditional questions

Step 1: Add conditional question - Add a question that should be shown conditionally - Configure conditional logic - Set conditions based on previous answers

Step 2: Configure conditions - Condition Type: Equals, not equals, contains, greater than, less than, etc. - Question: Question to check - Value: Value to check against - Logic: AND/OR logic for multiple conditions

Step 3: Configure actions - Show Question: Show question when condition is met - Hide Question: Hide question when condition is not met - Set Value: Set value when condition is met

Example:

Question 1: "Is the pump running?"
Response Type: Multi-choice
Options: Yes, No

Question 2: "Why is the pump not running?" (shown only if Question 1 = "No")
Condition:
  - Type: Equals
  - Question: Question 1
  - Value: "No"
  - Action: Show Question
Response Type: Multi-choice
Options: Maintenance, Broken, Other

Nested conditional logic

Step 1: Add nested conditional question - Add a question that depends on another conditional question - Configure nested conditions - Set conditions based on previous conditional answers

Example:

Question 1: "Is the pump running?"
Response Type: Multi-choice
Options: Yes, No

Question 2: "Why is the pump not running?" (shown only if Question 1 = "No")
Condition: Question 1 = "No"
Response Type: Multi-choice
Options: Maintenance, Broken, Other

Question 3: "What maintenance is required?" (shown only if Question 2 = "Maintenance")
Condition: Question 2 = "Maintenance"
Response Type: Text

Publishing a template

Web app

Step 1: Review template - Review all sections and questions - Check for errors or missing information - Ensure all required fields are configured - Verify response types are available

Step 2: Validate template - Check for disabled response types - Verify all required questions are configured - Check for conditional logic errors - Validate response options

Step 3: Publish template - Click Publish button - Template is published - Template status changes to PUBLISHED - Template version is incremented - Template is available for inspections

Example:

1. Review template "Pump Inspection"
2. Check all sections and questions
3. Verify response types are available
4. Check for errors
5. Click "Publish" button
6. Template is published (Version 1)
7. Template is available for inspections

Template publishing guards

Guards: - Cannot publish templates with disabled response types - Cannot publish templates with missing required fields - Cannot publish templates with conditional logic errors - Cannot publish templates with invalid response options

Example:

Template: "Pump Inspection"
Status: DRAFT
Issues:
  - Response type "Status" is disabled
  - Question "What is the condition?" is missing response type
  - Conditional logic error in Question 5
Cannot publish until issues are resolved

Frequently asked questions

How do I create a template?

Go to Templates page, click "Create Template" button, configure template metadata, add sections and questions, and publish.

How do I add a section to a template?

Click "Add Section" button in template builder, enter section title and description, and save.

How do I add a question to a template?

Click "Add Question" button in a section, enter question text, select response type, and configure question settings.

How do I configure response options?

For multi-choice questions, add response options, configure option actions, and set option requirements.

How do I add conditional logic?

Add a question that should be shown conditionally, configure conditions based on previous answers, and set actions.

How do I publish a template?

Review template, validate template, and click "Publish" button. Template is published and available for inspections.

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.

How do I create a new version of a template?

Edit a published template, make changes, and publish. A new version is created automatically.

What happens if I disable a response type used in a template?

Templates using disabled response types are marked as ERROR and cannot be used for inspections until the issue is resolved.

How do I archive a template?

Go to Templates page, click "Archive" button on a template, and confirm archiving. Template is archived and no longer available for new inspections.

Related articles

- What are templates, inspections, and reports? - Editing templates - Response types - Conditional logic - Template versioning

Need Help? Contact support@scan2evolve.com or your customer success manager.