Inspect Module - Results

Overview

The Results section is your operational hub for managing inspections and exceptions across your organization. When you first log into Inspect, you land on the Results page, which provides access to two main components that work together to document field observations and drive corrective actions.

Inspections - A completed checklist that carries all the information collected during a field visit, including question answers, photos, exceptions, location, and the inspector's name (the user who answered the questions). An inspection is the actual data record created when someone uses a checklist to conduct fieldwork.

Exceptions - A work order, task to be completed, or issue found during an inspection that should lead to a corrective action. Exceptions can have priority levels, due dates, status tracking, assigned owners, locations, and more. They're how you flag and manage follow-up items that need action. Exceptions can be created standalone or during an inspection—when created during an inspection, they automatically appear in the Exceptions tab for tracking and resolution.

Accessing the Results Page

Navigate to the Results section from the Inspect module navigation bar. You'll see two tabs: Inspections and Exceptions. Click the tabs to switch between sections.

The Inspections Tab

The Inspections tab is your primary workspace for viewing, creating, and managing inspection records. Inspections are structured around pre-built checklists (templates created by administrators in the Administration tab) that define what questions to ask and what data to collect during fieldwork. At a glance, you can see all inspections in your system, organized in a sortable table.

Key Controls

New (+) - Click this button to create a new inspection. You'll be prompted to select a checklist and location before starting.

Completed / Due - These quick filters let you view completed inspections or inspections that are due or in progress. The "Completed" filter is active by default.

Quick Filters - For more granular control, use the Quick Filters dropdown to narrow down your view:

• My Completed - Shows only inspections you own that are completed
• My Due - Shows only inspections assigned to you that are due or overdue
• Completed Past 7 Days - View recent completions
• Weekly - Inspections that were created on a weekly cadence
• Yearly - Inspections that were created on a yearly cadence
• Ad Hoc - Inspections created using the New (+) feature
• Due Next 7 Days - Upcoming inspections that need your attention

Generate - Export inspection data in CSV format for use in spreadsheets or other tools:

• Inspection Level Detail - One row per inspection (best for overview-level analysis)
• Question Level Detail - One row per question answered (best for detailed analysis)

Bulk Actions - Perform actions on multiple inspections at once. To use it:

1. Select the checkboxes next to the inspections you want to modify
2. Click Bulk Actions
3. Choose the action you want to perform (change status, reassign owner, change location)
4. Confirm the action

Inspections List Columns

The inspections table displays key information about each record:

• ID - Unique inspection identifier
• Status - Current state of the inspection (Completed, Due, etc.)
• Checklist - The inspection form used for this inspection
• Location - Where the inspection was conducted
• Description - Summary or notes to differentiate this inspection from others
• Frequency - How often the inspection occurs. Ad Hoc means the inspection was created manually on-demand (not on a recurring schedule). Other frequencies include Weekly, Monthly, Quarterly, Yearly, etc. for inspections created automatically on a schedule.
• Inspector - The person who completed the inspection
• Owner - The person responsible for the inspection
• Creator - The administrator who created the inspection (if scheduled)
• Completed - The date the inspection was completed
• Created - The date the inspection record was created
• Start - The start date for inspections created on a scheduled basis
• Due - The due date for the inspection (if applicable)

Click on an inspection to view its full details, including all answers, photos, and any exceptions that were created from it.

Creating a New Inspection

When you create a new inspection, you'll select from published checklists available in your system. Checklists are templates that define the structure, sections, and questions for an inspection—think of them as blank forms. Administrators create and configure checklists in the Administration tab, covering various use cases like safety inspections, compliance audits, permit evaluations, and site observations.

To create a new inspection:

1. Click the New (+) button
2. Select the checklist you want to use from the dropdown—you'll see options configured by your administrators, such as "Chemical Waste Inspection," "Confined Space Permit," "Compliance Audit," etc.
3. Select the location where the inspection will be performed
4. Click Start Inspection
5. The inspection opens and you can begin answering questions

The inspection is created in draft status until you complete and submit it. If you don't complete the inspection immediately, you can find it later in the Due section to continue working on it.

Note: After starting an inspection, you'll see an Info panel at the top. Add a Description to help differentiate this inspection from others using the same checklist—especially useful when multiple inspections use the same template at different locations or for different equipment.

When you open an inspection, the Info panel at the top displays key details about the inspection record:

• Description - Custom text to identify this specific inspection
• Checklist - The template being used for this inspection
• Location - Where the inspection is being performed
• Coordinates - GPS coordinates if location services are enabled
• Owner - Person responsible for the inspection
• Inspector - Person performing the inspection
• Completion Date - Populated automatically when you complete the inspection
• Created Date - When the inspection record was created

Actions Available from an Inspection

When viewing an open inspection, you have several actions available:

Generate PDF - Create a PDF version of the inspection for printing, emailing, or archival purposes. This captures the current state of the inspection including all answers, photos, and exceptions.

Clone - Create a duplicate copy of this inspection. The cloned inspection appears in the Due section with the same checklist, location, and structure, but without the original's answers. This is useful when you need to repeat the same inspection at the same location.

Generate Shareable Public Link - Create a link that can be shared with people outside your organization to view the inspection (useful for contractors, vendors, or external stakeholders).

Notify - Send a notification to other users to alert them about this inspection or request their input.

Completing an Inspection

To complete an inspection that's in progress:

1. Find the inspection in the Due list
2. Click on the inspection to open it
3. Answer all required questions in each section
4. Add photos, notes, or exceptions as needed using the Action button
5. Click Complete Inspection when all required fields are filled
6. The inspection moves to the Completed list and is available for reporting

Note: Any exceptions you create during an inspection automatically populate in the Exceptions tab, where they can be tracked, assigned, and resolved. This allows you to flag issues in the field and immediately create trackable corrective actions.

Editing a Completed Inspection

To edit a completed inspection:

1. Find the inspection in the Completed list
2. Click on the inspection to open it
3. Click the Edit button next to the field you want to change
4. Make your changes
5. Save your changes

Note: All changes to completed inspections are tracked in the version history.

Working with Bulk Actions

The Bulk Actions feature enables you to make changes to multiple inspections at once:

1. Select the checkboxes next to the inspections you want to modify
2. Click Bulk Actions
3. Select the action you want to perform:
   * Job Status - Change the status of multiple inspections (Completed, Due, or Overdue)
   * Location - Reassign inspections to a different location
   * Owner - Change the owner of multiple inspections
   * Inspector - Change the inspector assigned to multiple inspections
4. Enter the new value
5. Click Save to save your changes

Pro Tip: Use bulk actions to efficiently manage large groups of inspections that need the same change.

Exporting Inspection Data

To export your inspection data:

1. Apply any filters to narrow down the inspections you want to export
2. Click the Generate dropdown
3. Select the export format:
   * Inspection Level Detail - Exports one row per inspection with summary information
   * Question Level Detail - Exports one row per question answered with detailed responses
4. The system generates the CSV file and emails it to you

Pro Tip: Use Inspection Level Detail for high-level reporting and dashboards. Use Question Level Detail when you need to analyze specific question responses or create custom reports.

The Exceptions Tab

The Exceptions tab shows all exceptions (issues, findings, or work orders) that need to be tracked and resolved. Exceptions are created during inspections when problems are identified that require corrective action.

Key Controls

New (+) - Create a standalone exception (not tied to a specific inspection).

Open / Closed - Quick filters to view only open or closed exceptions. The "Open" filter includes all exceptions with status Open, Deferred, or In Progress.

Quick Filters - Apply pre-built filters to quickly narrow down the exception list:

• My Exceptions - Shows only exceptions assigned to you
• High and Immediate Priority - Shows only high priority or requiring immediate action
• Opened Past 7 Days - Shows exceptions created in the last 7 days
• Closed Past 7 Days - Shows exceptions resolved in the last 7 days
• Due Next 7 Days - Shows exceptions with a target resolution date within the next 7 days
• Past Due - Shows exceptions that have missed their target resolution date

Bulk Actions - Perform actions on multiple exceptions at once:

• Generate CSV - Export selected exceptions to CSV format
• Generate PDF Report - Create a PDF report of selected exceptions
• Bulk Edit - Change properties for multiple exceptions, including Location, Owner, Open Date, Due Date, Priority, Status, and Classifications
• Group Exceptions - Organize multiple exceptions into a group for easier management

Using Bulk Edit Safely

Bulk Edit allows you to change properties for multiple exceptions at once, but it's easy to accidentally edit more exceptions than intended. Follow these steps carefully:

Step 1: Select the exceptions you want to edit

Use the checkboxes on the left side of the exceptions table to select individual exceptions. You can also use the checkbox in the table header to select all exceptions on the current page.

Important: The header checkbox only selects exceptions visible on the current page - it does not select all exceptions matching your active filter. If you need to edit exceptions across multiple pages, you must go to each page and select them individually.

Step 2: Verify your selection before opening Bulk Edit

Before clicking "Bulk Actions → Bulk Edit," double-check:

• How many exceptions do you have selected? (The system does not show a selection count)
• Did you select exceptions across multiple pages and forget about earlier selections?
• Are there checkboxes still selected from a previous action?

Step 3: Make your edits

Click "Bulk Actions → Bulk Edit" to open the Bulk Edit dialog. The available fields are:

• Location - Change the location for all selected exceptions
• Owner - Reassign all selected exceptions to a different user
• Open Date - Update when the exceptions were opened
• Due Date - Set a new target resolution date
• Priority - Change priority level for all selected exceptions
• Status - Update status (Open, In Progress, Deferred, Closed)
• Classification - Add or change classification values

Only the fields you modify will be updated. Fields left blank will not change the existing values for the selected exceptions.

The "Overwrite existing classification values" checkbox:

• Unchecked (default): New classifications are added to each exception's existing classifications
• Checked: New classifications replace all existing classifications on the selected exceptions

Step 4: Save changes

Click "Save" to apply your changes to all selected exceptions. There is no confirmation dialog or undo option. Once you click Save, the changes are immediately applied to every exception you had selected.

Common mistakes to avoid:

• Leaving checkboxes selected from a previous action, then selecting more and editing both groups together
• Not realizing that classifications with "(select one)" in the name are already applied to the selected exceptions
• Checking the "Overwrite existing classification values" box and accidentally removing important classifications from exceptions
• Selecting exceptions across multiple pages and losing track of the total count

Exceptions List Columns

The exceptions table displays key information about each record:

• ID - Unique exception identifier
• Resources - Visual thumbnail or icon representing the exception
• Description - Summary of the exception and what needs to be addressed
• Status - Current status (Open, Deferred, In Progress, or Closed)
• Priority - Urgency level (Immediate, High, Medium, or Low)
• Location - Physical or organizational location where the exception occurred
• Owner - Person responsible for resolving the exception
• Creator - Person who created or reported the exception
• Created - Date the exception was created
• Parent? - Indicates if this exception is linked to a parent exception or grouped with other exceptions
• Classification - Categories or labels created by administrators in the Administration tab and assigned to exceptions for organization and reporting purposes (e.g., "Back Safety", "Chemical (MSDS)", "Emergency Response")

Click on an exception to view its full details, including photos, notes, history, and resolution information.

Understanding Exception Priorities

Exceptions are assigned priority levels to help you determine which issues need immediate attention:

• Immediate - Requires urgent action, typically safety-critical
• High - Important issue that should be addressed soon
• Medium - Standard priority, address in normal workflow
• Low - Minor issue, can be addressed when convenient

Pro Tip: Use the "High and Immediate Priority" quick filter to focus on your most critical exceptions.

Creating a New Exception

To create a standalone exception (not tied to an inspection):

1. Click the New (+) button
2. Fill in the required fields:
   * Description - What the exception is about (required)
   * Location - Where the exception occurred (required)
3. The system automatically populates:
   * Open Date - Set to the current date (editable if needed)
   * Owner - Defaults to the user who creates the exception (editable if needed)
4. Optionally add:
   * Additional Information - Extra context or notes about the exception
   * Due Date - When the exception should be resolved by
   * Priority - How urgent the issue is (defaults to Medium)
   * Status - Current state: Open, Deferred, In Progress, or Closed (defaults to Open)
   * Classifications - Categories to organize the exception for reporting
   * Images and Files - Add photos or PDFs to document the issue
5. Click Save to create the exception

Note: Exceptions can also be created during inspections by using the Action button while answering questions. Exceptions created during inspections automatically appear in this Exceptions tab for tracking and resolution.

Managing Exception Status

To change an exception's status:

1. Find the exception in the list
2. Click on it to view details
3. Click the Status dropdown and select a new status
4. Add any notes or updates about the resolution
5. Save your changes

Note: When changing status to Closed, be sure to document the resolution steps taken and any relevant completion information.

Working with Exception Filters

Use filters to find specific exceptions:

1. Click the Quick Filters dropdown
2. Select a pre-built filter to apply (options include My Exceptions, High and Immediate Priority, Opened Past 7 Days, Closed Past 7 Days, Due Next 7 Days, and Past Due)
3. The list updates to show only matching exceptions
4. Clear the filter by selecting "All" or choosing a different filter

You can also combine the Open/Closed toggle with Quick Filters for more specific views.

Exporting Exception Data

To export exception data to CSV:

1. Apply any filters to narrow down the exceptions you want to export
2. Select the checkboxes next to the exceptions you want to export
3. Click Bulk Actions
4. Select Generate CSV
5. The system generates the CSV file and emails it to you

To generate a PDF report of exceptions:

1. Select the checkboxes next to the exceptions you want to include
2. Click Bulk Actions
3. Select Generate PDF Report
4. You'll be taken to the report builder in the Reports tab to configure your report parameters