Setting up structured inspection templates

The 2022.1 release of Onsite Inspect saw the introduction of several enhancements to structured inspections. This document gives a complete overview of how to create structured inspection templates.

Table of Contents

What are Structured Inspections used for

Structured inspections allow you to define a group of actions/questions that you want the user (either inspector or customer) to perform. You can logically group the actions/questions to make the job of completing the inspection easier.

Structured templates can be used at any stage of the build process. If an item is Unsatisfactory, you can link them to maintenance in Framework in the same way as a standard inspection item is.

Perspective to maintain structured inspections

To create or work with structured inspection templates, you need to have either the role of Onsite Inspect - Data Administrator or Onsite Inspect - System Administrator.

When logged into one of these Perspectives, you have an additional Administration menu with two options.

1. Inspection Templates are the structured list of items you want the person performing the inspection to do.

2. Response Groups are where you can define your own custom responses.

Response Groups

Structured inspections ask for responses from the user, which are translated into one of two states, either Satisfactory or Unsatisfactory.

Standard Response Groups

The standard response groups that can be used and the responses available are shown below.

The responses translate into two response types. The type can either be

• Satisfactory. The item has passed.

• Needs Attention. The item has failed, and further actions are required.

The table below shows how the responses map to response types.

Adding a Response Group

In addition to the standard response groups, you can also add your own;

When you click on Add Response Group, you will see the following dialogue;

There are two different item formats.

• Multiple choice - One response - The user can only select one response.

• Multiple choice - Multiple responses - The user can select between the defined minimum and the maximum number of responses.

Adding a Response Item

When you have a Response Group, you can add the Response Items.

You will then see the following;

If the response equates to Unsatisfactory, you do not need to make a selection as that is the default status if the response equates to being satisfactory, tick the box.

At a response level, you can specify the minimum number of required photos.

You can also define whether or not notes are mandatory based on the response.

You can add as many responses as required. However, you should consider how this will appear on the app.

Inspection Templates

To create your inspection template, go to Administration > Inspection Templates.

When you click on the Add Inspection Template button, the following screen is displayed.

Work is Allowed

If you tick Work is Allowed, the items will follow the same workflow as a standard inspection.

Sign-Off Inspection on Submission

If ticked and no items are Unsatisfactory, the inspection will be marked as Complete when it is submitted.

Terms and Conditions

If you tick the Terms and Conditions are Required? option, you can then supply a URL to your terms and conditions.

Add Authority

You can specify additional signatures you want to capture when submitting an inspection. When you click Add Authority you will see the following dialog;

The Authority Role is just a label and is not a Platform role.

Completing the template

When you have added your inspection template, you will see a screen similar to the one below.

Adhoc item format

When you have added the template, you can define what type of item will be added if the user adds an item to the inspection.

Defect item - You will be able to enter an item in the same format as you do in a non-structured inspection.
Standard item - This will allow you to add an item in the format shown below;

Adding Groups to your template

You add groups to your template to categorise your inspection items.

When you click Add Group, you will see a screen similar to the one below.

Adding items to your Group

When you select your group, you add the inspection items to it.

When you click on the Add Item button, you will see a screen similar to the one below.

Response Type

The response type allows for four different options

Data List - This allows you to select one of the Response Groups.
Date - The user must supply a date.
Date/Time - The user must supply a date and time.
Time - The user must supply a time.

Satisfactory

This setting is used to determine what meets the criteria for the item to be satisfactory. There are 3 different options;

Notification On Change

You can send notifications when specific actions are performed on, inspections based on the template.

When you click on the Add Notification button, you will see a dialog box ;

The Only Notify Contacts Linked to the Object option is used to limit the number of people who will receive the notification, so it will only send to contacts that are attached to the project.

In the example above, a custom role was added called Maintenance Administration so that it will be sent to all contacts that have that role.

Publishing the template

When you have finished working on your template, you must publish it before it can be used.

When you click on publish, you will see the following message;

Version Control

If you click on the View Different Version button, you will see the following dialog;

You can click on the status link to view the previous version.