Create & Manage Inspections

Inspections are created at the record level in Community Development. The inspection system is similar in design throughout all modules.

The inspection feature links directly to the Scheduling Tool system and to the mobile inspection and field operation processes. Users can manually enter inspection start dates and times and select inspectors. However, a complete calendar system provides an easy way to track availability, avoid double booking, and present an easy way to manage the entire inspection scheduling process.

Important Notes

• Keep in mind that if you are or will be using the citizen portal, staff should be using the scheduling system. Not using this component reduces the power and effectiveness of the system.

• The inspection status should not be changed from open until the inspection is complete. If field inspectors do not have system access, office staff can manage inspections for all field staff through the calendar.

Add & Schedule an Inspection

1. Sign in to your site

2. Navigate to Permitting System and select List

3. Search for and select a record from the list

4. Click Edit (Permitting & Project Systems only)

5. Select the Inspections tab and click Add New to create an inspection

6. An Inspection Details window will open, and the record is assigned the next available Inspection # (Number)

7. Choose the Inspection Type from the drop-down list, which will populate with the available options for the module

   Note

   The Community Development system can automatically link specific inspection types. This happens based on the chosen permit type and its use. This automatic process limits the inspection types in the drop-down list. Only types linked to the permit or project type and use will appear. Contact Support if you would like to discuss setting up this advanced feature.

8. Use one of the following two options to schedule the inspection:

   • Schedule an inspection using the calendar. This method is used when the inspection is being scheduled in advance

     1. Click Calendar

     2. The calendar will open in a pop-up window. This window lists all inspectors for that location. It also shows inspections already scheduled for the current date

        Note

        For details on all fields and processes, see the Scheduling Manager section.

     3. Use the Jump to date or the arrows to move to a specific date to check the inspector’s availability

     4. Once the correct date and time are located, simply click on a date box

     5. The system will populate the start date and time selected inside the inspection record

   • Or, schedule an inspection without using the calendar system

     1. Choose an Inspector from the drop-down (they must have an account in the system)

     2. Select the Start At date for the inspection and enter the time you want to allow for the inspection

        Note

        The system defaults to 1 hour from the start time. This can also be the time that was set during implementation. The end date and time are very important for final inspections. This is because that date is tracked in all reports. It is also tracked in some placards.

9. If an inspection is scheduled in advance on the calendar, leave the status field as open. If the inspection has already been completed, change the status field as needed.

   Note

   If an inspection fails and is then saved, the system will ask a question. It will ask if a violation record should be created based on the failure. If you say yes, the system will take you to a new violation record for you to complete the required process.

10. Fill out additional inspection fields, as needed

11. Scroll down and click Save Inspection

12. The inspection will be added to the inspection system. If enabled, an email will be sent to the inspector. The inspection will also be added to the inspector's calendar. It will also appear as an action item in the dashboard.

Update & Complete an Inspection

1. Sign in to your site

2. Navigate to Permitting System and select List

3. Search for and select a record from the list

4. Click Edit (Permitting & Project Systems only)

5. Navigate to the Inspections tab, select the applicable inspection, and click Edit

6. Scroll down to the inspection details and adjust the Status as needed

   Note

   Selecting "incomplete" will keep the inspection marked as open in the system. Failing an inspection, once saved, will cause the system to ask a question. It will ask if a violation record should be created based on the failure. If the user confirms "yes", the system will take them to a new violation record. There, they can complete the required process.

7. Check the Status Value box. Do this if inspection checklists are used. This allows the inspection status to update based on the checklist

   

8. Select the Final Flag only if the inspection record is the last one. This means it is the final inspection for the current record

   Note:

   This flag controls several automated actions inside the system. One action is tracking the date and time of the final inspection. This date may be needed on some certificates of occupancy or similar documents. It may also be needed on specific inspection reports. The flag also controls whether the system shows a warning message. This message appears if a certificate is created before the final inspection is finished.

9. In the Comments field, enter your inspection results or comments

   Note

   These comments appear in inspection results letters. They also show in similar forms or letters, exactly as typed. For mobile processing, inspectors can use voice recognition. This lets them enter notes into the comments field without typing. This works on any mobile device.

10. Upload any documents that are required for the inspection. You can attach images directly from your mobile device to the inspection record. Learn more about attaching documents and images.  

    Note:

    The following file types can be uploaded from the portal: AVI, DOC, DOCX, EML, GIF, JPEG, JPG, MBOX, MKV, MOV, MPEG, MP3, MP4, MSG, OGG, PDF, PNG, PPT, PPTX, TIFF, TXT, WAV, WEBM, WMA, XLS, XLSX, ZIP

11. Complete any Checklists, as applicable

12. If applicable, search for and add codes to the record

    

13. Click Save Inspection

14. Print any letters or forms of the inspection as required

15. If the inspection failed, schedule a re-inspection

Inspection Fields

Inspection Details form:

• Inspection # (Number): Will automatically populate with the next available number in the system.

• Type: The drop-down list will populate with the available inspection types for the module.

• Status: If an inspection is scheduled in advance on the calendar, leave the status field as "open". If the inspection has already been completed, change the status field as needed. If an inspection fails and is then saved, the system will ask a question. It will ask if a violation record should be created based on the failure. If the user confirms "yes", the system will take them to a new violation record. There, they can complete the required process.

• Inspector: Choose an inspector from the drop-down menu. This field will automatically fill if the calendar is used for scheduling.

• Signatory Title: This is the signature and title that will appear on the inspection. Use this field when the default title for the person signing needs to be changed.

• Secondary Inspector: Select a secondary inspector for the record, if applicable.

• Start and End At: Select the start at date for the inspection. Then, enter the time needed for the inspection. Do this if the calendar is not used for scheduling. The system defaults to 1 hour from the start time. This can also be the time that was set during implementation. The end date and time are very important for final inspections. This is because that date is tracked in all reports. It is also tracked in some placards.

• Notify Flag: Check to select a group to notify

• Requestor Email: If applicable, enter the email address for the requestor of the inspection

• Canned Response: Choose to use a canned response for notifications

• Contractor Name: If applicable, select the name of the contractor from the list

• Number of Units: Enter the number of units that are included in the inspection

• Status Value: Check if you are using electronic inspection checklists. These can be attached to an inspection record. By checking this value, the system will automatically fail the inspection. This occurs as you go through the electronic checklist items, customized for you. It happens if you check any of the checklist items as a failure. This also happens once you save the checklist and the record. The failure is based on the failed checklist item. If you want to use checklists in the system but do not want the system to fail the inspection based on the checklist item results automatically, leave the box unchecked.

• Final Flag: The final flag checkbox is very important. It should be checked only if the inspection record is the last one. This means it is the final inspection for the current record. This flag controls several automated actions inside the system. One action is tracking the date and time of the final inspection. This date may be needed on some certificates of occupancy or similar documents. It may also be needed on specific inspection reports. The flag also controls if the system shows a warning message. This message appears if a certificate is created before the final inspection is finished.

• Comments: Enter your inspection results or comments. These comments will appear in inspection results letters and similar forms/letters exactly as you type them.

• Virtual Inspection: Check to schedule a virtual inspection

Supporting Articles

• Inspection Checklists

• Create a Re-Inspection

• Inspections Overview