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Inspections

Inspections are the core workflow in Scan2Evolve. This guide explains what inspections are and how they differ from templates and reports.

Introduction

An inspection is a completed instance of data collection based on a template. When you start an inspection, you're using a template (a set of questions and logic) to collect actual data about an asset, site, or process.

Key Concepts

  • Templates = The form/questionnaire (created by administrators)
  • Inspections = Completed instances of templates (filled out by users)
  • Reports = Exported views of completed inspections (PDF, Word, CSV)

Inspections vs Templates

Templates

  • What: Pre-defined forms with questions, sections, and logic
  • Created by: Administrators and template creators
  • Purpose: Define what questions to ask and how responses should be collected
  • Status: Draft, Published, Archived
  • When used: As a blueprint for creating inspections

Example: A "Safety Equipment Inspection" template might have questions like:

  • Is the fire extinguisher present? (Yes/No)
  • What is the expiration date? (Date)
  • Take a photo of the fire extinguisher (Media)

Inspections

  • What: Actual data collection instances using a template
  • Created by: Any user with permission to start inspections
  • Purpose: Collect real data about assets, sites, or processes
  • Status: In Progress, Completed, Archived
  • When used: When you need to inspect something (an asset, site, etc.)

Example: A completed inspection using the "Safety Equipment Inspection" template might have:

  • Is the fire extinguisher present? → Yes (actual answer)
  • What is the expiration date? → 2025-12-31 (actual date)
  • Photo → photo.jpg (actual photo taken)

Inspections vs Reports

Inspections

  • Live data: Contains the actual answers and media collected
  • Editable: Can be edited while in progress
  • Interactive: Can flag issues, create actions, link assets
  • Status tracking: Shows completion status and workflow

Reports

  • Static documents: Exported versions of inspections (PDF, Word, CSV)
  • Read-only: Cannot be edited after export
  • Formatted: Customizable layouts, logos, cover pages
  • Shareable: Can be shared with external stakeholders

Example: An inspection might be active in the system with editable data, while a report is a PDF export of that inspection that can be emailed or printed.

How Templates, Inspections, and Reports Work Together

Template (Form)
    ↓
Inspections (Completed Data)
    ↓
Reports (Exported Documents)

Step-by-Step Flow

- Defines questions and sections - Sets response types (text, number, date, media, etc.) - Configures conditional logic - Publishes the template

  • Administrator creates a template:

- Selects the template - Optionally links to an asset or site - Answers questions - Attaches photos or files - Completes the inspection

  • User starts an inspection:

- Inspection data is saved in the system - Can be viewed, filtered, and analyzed - Can trigger actions or work requests

  • Data is stored:

- Export inspections as PDF, Word, or CSV - Customize layouts and branding - Share with stakeholders

  • Reports are generated:

Common Questions

Can I edit a completed inspection?

Yes, depending on your permissions. Completed inspections can typically be edited, though some organizations may restrict this. Check with your administrator.

Can I use the same template multiple times?

Absolutely! Templates are designed to be reusable. Each time you start an inspection from a template, you create a new inspection instance.

What happens to inspection data?

Inspection data is stored securely in Scan2Evolve. You can:

  • View inspection history
  • Filter and search inspections
  • Export inspections as reports
  • Use inspection data for analytics and dashboards

Can I create actions from inspections?

Yes! During or after completing an inspection, you can:

  • Flag issues that require attention
  • Create actions or work requests
  • Assign tasks to team members

Next Steps

Now that you understand inspections, learn how to:

Next: Start Inspections →

Back to DocumentationNext: Start Inspections
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