How do I Create an Inspection?
First things first. Before creating an Inspection, you will need to be logged in as an Admin. You should have already set up ReachOut with:
- a Field Agent to whom the Inspection will be assigned (How to add a Field Agent?)
- a Form with audit questions for the Inspection (How to create a Form?). You cannot have an Inspection without at least 1 Form.
- custom Status labels – The default Status values for Inspections are: Unassigned, New, Execution, Review, Closed, Archived. You can change them. (Here’s how.)
- custom Inspection Categories – By default, these are set as “Category 1”, “Category 2, etc. Your business has better ways to categorize Inspections. (Here’s how to set up your own.)
- a Customer can be set up while creating the inspection. But, if you’d like to set up your customer records in advance, head here.
- an Entity – the thing you want to inspect – is optional. Having one associated with an Inspection can facilitate reporting. (How to create an Entity?)
Create an Inspection
There are several places and ways to initiate a new Inspection in ReachOut. Here’s one navigation sequence:
Inspection Management -> Inspection Home ->
Link to a Customer
ReachOut will link the Inspection with the last Customer Location you referenced, by default, if you had one. If this is not the Customer Location to use for this Inspection, use the button and either:
- Search for an already-entered Customer by entering at least 3 characters of either the Customer Name or Customer ID in the search box until the list of suggestions displays the desired Customer for you to select, or
- Enter a new Customer with the button.
Enter the Inspection Details
Fill in all the mandatory (*) fields at a minimum. The details you provide will be sent to the Field Agent.
- *Inspection ID – the system generates a unique ID automatically, but you can choose to use your own.
- *Inspection Name – a descriptive label for the Inspection
- Set Priority – Low, Medium, High, Critical
- Select Source – E-mail, Phone, Ticket, Inspection, Work Order, Other (This will allow you to track from where the request has come)
- *The Planned Start Date and Time and the Planned End Date and Time define the span of the entire inspection. Any tasks must be scheduled within this window.
Configure the “Package”
You must include at least one Form in the Package. A Package contains several items you may wish to include as part of the Inspection. Choose the items you want to include by clicking their associated checkbox. Unless you also check the “Mandatory” checkbox too, the item will be available, but optional, for the Field Agent to use.
A later Inspection creation can be streamlined by assembling a particular set of Forms and other Package items together, and saving them for re-use, as a named Package. See also What’s an Inspection.
You have 3 options for finishing up with the Inspection, depending on how you dispatch Inspections:
- Save Only – This lets you postpone the scheduling and assignment of the Inspection. Use the button at the bottom right of the Inspection to save your work and go on to something else. You can use the Scheduler in the left-side-Navigator to take care of unassigned Inspections.
- Schedule and Save – Set the Start Date and Time and the End Date and Time, so that, later, you only need to decide who will be assigned . Use the button at the bottom right of the Inspection.
- Schedule, Assign, and Save – Set the timeframe and designate the field agent. Use the button at the bottom right of the Inspection to notify the Field Agent of the new assignment.
ReachOut will not let you save the Inspection until you have completed all mandatory fields.
Now you’re done (at least for now)! View all your inspections at Inspection Home.
Here is a short video showing how to create an inspection.