Generating Inspection Requests

SmartInspect's Admin Portal allows users to generate inspection requests that can then be completed in the field by users with the Inspector role. This capability is accessed from the Inspection Requests Inspections Requests tab, within the SmartInspect SmartInspect tab.

Users can choose to either generate a new inspection request or schedule a recurring inspection. Any SmartInspect user can generate a new inspection request, but only those with the Manager role can assign requests to other users. Users with the Manager role are also the only users that can schedule recurring inspections.
Note: If persistent inspections is enabled, recurring inspections will already be set up using inspection frequencies.

New Inspection Requests for a New Occupancy

A new request can be generated by selecting New Request. When generating a new request, users must enter the following information when creating an inspection for a new building:
  • Inspection Type
  • Inspector
  • Requested Completion Date
  • Inspection Frequency (if persistent inspections is enabled)
  • Street Number
  • Street Name

Optional inspection information that can be entered at this time include Building Name, inspection comments, an email address to which inspection reports can be sent, and the postal code for the building.

To whom new inspection requests can be assigned depends on the assigned roles of a user. Inspector users can create a new inspection request and assign it to themselves. Inspector and Clerk users can also create unassigned inspection requests. Inspector Manager users can assign inspection requests to any of the organization's Inspector users.

Once all information has been added for the new inspection, the request can be generated by selecting Submit Request.

New Inspection Requests for an Existing Occupancy

The Inspection Request Form can be used to create a new inspection request for an existing occupancy. This method should be used if an inspection needs to be scheduled outside of a regular inspection schedule (e.g. change in occupancy). In this situation, the Search Bar at the top of the Inspection Request Form should be used to select an existing occupancy. Selecting a search result will pre-populate the Building Name field, as well as (if available) the Street Number, Street Name, City/District, and Province/State fields.

As for requests generated for new occupancies, the inspection type, inspector, requested completion date, and inspection frequency (if persistent inspections is enabled) must be entered into the form.
Warning:
  • Accidental Creation of Duplicate Occupancies
  • In order to use the Inspection Request Form to link a new inspection request to an existing occupancy, this method must be used. Failing to do so will result in a new occupancy being created with duplicated address information.

Optional inspection information that can be entered at this time includes inspection comments, an email address to which inspection reports can be sent, and the postal code for the building.

To whom new inspection requests can be assigned depends on the assigned roles of a user. Inspector users can create a new inspection request and assign it to themselves. Inspector and Clerk users can also create unassigned inspection requests. Inspector Manager users can assign inspection requests to any of the organization's Inspector users.

Once all information has been added for the new inspection, the request can be generated by selecting Submit Request.

Note: For inspection requests that follow a regular inspection schedule, the Recurring Inspections method should be used.

Recurring Inspections

A recurring inspection request can be generated by selecting Recurring Inspection. Buildings can be selected for recurring inspections using either of the following lists: last Known Inspection, or last Preplan Update. Both lists display the building name and address, the date of completion, and the elapsed days since last inspection/preplan update. Both lists can also be filtered by minimum elapsed time (months or days), and can have the max results configured from 25-200 results. A search box allows you to then further drill down into the returned results.

Regardless of which list is used, selecting a building will place a Checkmark next to the listed building. Once all buildings have been selected, users can select Submit Requests, this will open a new window for configuring the new inspection request(s).
Tip: The Select All checkbox can be selected to mark all listed buildings for recurring inspection.
Once one or more occupancies have been selected for recurring inspection, the inspection requests can be configured before creation. Configurable options include type of inspection, assigned inspector, requested date of inspection, and inspection frequency.
Note: For each batch of recurring inspection requests, only one inspection type, inspector, requested date, and inspection frequency can be selected.
Once these configurations have been set, the recurring inspection requests can be submitted by selecting Submit.