Inspections

Inspections are custom forms (questionnaires) that your company has created. This feature is available depending on your company settings. Also depending upon your company settings, inspections can be performed for service appointments, job appointments, customers, locations, equipment, and additional work.

Completing an Inspection

To complete an inspection:

1. Access the inspections from the Home navigation by selecting Inspections or from the Appointment Completion form by selecting the Inspections tab.

   

   • In order for appointment details to be populated, the Inspection or Job Safety Analysis needs to be accessed via the Appointment Completion form.
   • Depending on your company settings, you may be prompted to complete the Job Safety Analysis after selecting to complete the appointment. See Complete a Job Safety Analysis Inspection.
2. Select the inspection record. You can access in progress or completed inspections by selecting the View drop-down at the top and then selecting In progress or completed. This displays all your inspections for the current and previous week. To view the list of inspection templates:
   • From the Home > Inspections navigation, select the View drop-down and then select Templates.
   • From an Entity form, select the New icon in the top right corner.

3. On the Inspection form, complete the fields. 

4. If you need to save the inspection before it is completed, select the Save icon. You can access this report from the In progress or completed list.
5. If any questions are required, you will need to enter that information prior to completing the inspection.
6. Select the menu icon to:
   • Complete with a Report: Changes cannot be made to a completed inspection.
   • Cancel the Inspection: Canceling the inspection clears the form and closes it.
   • Continue Editing: Return to the inspection to continue editing.
7. After you complete the inspection, the report displays on your device screen.
8. Select the menu icon to open the Action menu. The Actions that display are dependent upon your device. Some of the possible options are Open, Copy, Print, Email, Export, Save, Cancel.
9. Select the Back icon to Save and Close, Discard Changes, or Continue editing for the displayed report.
10. If the inspection has a regarding entity (appointment, customer, equipment, location, or service call), it will display on the entity form’s Report tab (the only exception is that service appointment reports display on the Service Call’s Report tab). Otherwise, the inspection report is viewable from the reports list. (Inspection > Completed View > Click Report command button on toolbar.)
11. Once you sync your device, if the inspection has a supported regarding entity, the report is accessible in Signature.

Inspection List Views

The views available in the Inspection List depend on where you access inspections. You can change which views display in Woodford. If the inspection has a regarding entity, this displays the list of inspections.

• If you open Inspections from the Home navigation, the default views are:

  • Completed: Displays all inspections that have been completed.

  • Email Reports: Displays all completed inspections that have a regarding entity with a corresponding location. The Email button displays in this view.
  • In progress: Displays all inspections that are open and have not been completed.
  • In progress or completed: Displays all in progress and completed inspections.

  • Templates: Displays available templates.

• If you open Inspections from an entity form, the default views are: 
  • Answered Inspections: Displays all inspections that have been answered but not completed.
  • Associated Inspections: Displays inspections that have been created and associated with the entity.
  • Completed: Displays all inspections that have been completed.
  • In progress or completed: Displays all in progress and completed inspections.
  • In progress: Displays all inspections that are open and have not been completed.

Viewing Completed Inspection Reports

A completed inspection report is attached to the entity that the inspection was created for. On the device, you can view the reports that you've created in the past or current week. 

The inspection report can be found by selecting the Reports icon that is found at the bottom of the following forms:

• Additional Work
• Customer
• Location
• Equipment
• Service Call

• Service Appointment: Service appointment inspections are saved to the corresponding service call.

If an inspection report is not associated with any of the above entities, the report can be accessed by selecting Inspections, selecting the Email Reports View, and then selecting the Report icon in the top right corner.

Emailing Inspection Reports

The process of emailing a completed inspection report depends on your company settings in the Inspection Report Options in MobileTech Admin.

Server Sent Emails

With server sent emails, the inspection report is sent when you sync the device to the server. The email can be automatically created via the plugin or you can manually create the email.

Automatically Created Email

When a new inspection report is created, the email is automatically generated during the next sync.  This email is only automatically generated if the Inspection Email Options exist in MobileTech Admin.  The Inspection Email Options are inspection template specific, see Set up Email Options for an Inspection Report for more details.

Manually Created Email

1. Select Inspections and then select the view drop-down to show Email Reports.
2. Select the completed inspection record. 
3. Select Email. 
   • If you receive the message "No Report File exists for this Inspection. Please run and save Mobile Report". In the Inspection form select the Run Report icon. In the Run Mobile Report window, select the menu icon and then select Save. Select the back icon to return to the Inspections list and continue with the steps below.
   • If the regarding entity is no longer on the device, a message displays asking if you want to fetch this from the server (yes/no). If you select Yes, you will need an internet/server connection to fetch the entity.
   • If more than one inspection report exists, select the appropriate report as you can only send one report at a time. 
4. If your company has the email recipients set up in MobileTech Admin, you can skip this step or on the Contact list, mark the contacts to receive the emailed report as an attachment. 
   • If you need to add a contact who is not on the list, select the Add icon. Enter the email address and then select Save.
   • If you don't select a contact, the default "email to" address set up in MobileTech Admin will receive the report.
5. Select the Next icon. 
6. Sync your device.

Client Sent Emails

1. Select Inspections and then select the view drop-down to show Email Reports.
2. Select the completed inspection record. 
3. Select Email.
   
   • If you receive the message "No Report File exists for this Inspection. Please run and save Mobile Report". In the Inspection form select the Run Report icon. In the Run Mobile Report window, select the menu icon and then select Save. Select the back icon to return to the Inspections list and continue with the steps below.
   • If the regarding entity is no longer on the device, a message displays asking if you want to fetch this from the server (yes/no). If you select Yes, you will need an internet/server connection to fetch the entity.
4. A list of inspection reports available that are related to the same location is displayed. Select one or more reports to include with the email.  Only reports related to the same location can be included in the same email. If the Setup Option "UseServerMode" = True, then a Server Mode switch displays at the top of the page. You can access reports you created that are currently on the server (an internet connection is required).
5. Select the Email icon and a list of location contacts displays.
6. On the Contact list, mark the contacts to receive the emailed report as an attachment. 
   • If you need to add a contact who is not on the list, select the Add icon. Enter the email address and then select Save.
   • If you don't select a contact, you can still enter an Email To address when the new email editor opens via your device's client.
7. Select the Next icon to open your device's email app. 
8. In your email app, the inspection report(s) are added as an attachment.
9. Manually send the email from your device's email app.