Managing Inspection Questions

Managing Inspection Questions

Backend Admin users have the ability to add, edit, and remove inspection questions. This article will go over each action step-by-step. 

Viewing Inspection Questions 

1. Go to the Settings tab in the backend.
2. Select the inspection question type under Inspection Questions.
   • You will only see questions for inspection types that are currently enabled within your instance. 
   • Sprinkler and Suppression questions are at the System/Asset question level. 

Editing Existing Questions

1. Select the relevant question set.
2. Locate the question that needs to be modified - Search, Scroll, Filter. 
3. Select Edit OR the ID number on the left side of the question. Depending on the question, you can modify: Question Text, Question Type, Frequency, Section  
4. In some cases, you cannot edit the question, but there will be an option to 'Copy to a New Question and Deactivate Current'. Doing this will create a new user-added question that you can edit as needed.
5. Once finished, click Update. 

 Deactivating Questions

1. Select the relevant question set. 
2. Locate the question that needs to be deactivated - Search, Scroll, Filter. 
3. Click Deactivate on the right-hand side.
   • The question will be removed from future reports and inspections, as well as any regenerated reports. 

Creating User-Added Questions

To create a user-added question, you have to select the inspection type under Inspection Questions. The inspection type will determine the steps to follow ... 

User-Added Sprinkler/Suppression (System/Asset)

1. Select System/Asset Questions 
2. Filter for system or asset (this will show the relevant sections) 
3. Select the + Question option next to the section where the question will be added. 
4. Fill out/select:
   • The question text, code (optional), frequency, and question type 
   • Ignore Deficiency Toggle
     • If the Question Type is Yes No, and the toggle is left off, then a No answer will trigger a deficiency (this is the default for Yes No questions). 
     • If the Question is Yes No, and the toggle is enabled, then a No answer will NOT trigger a deficiency. 
5. Once finished, select Save. 

User-Added Inspection Questions (Alarm, Extinguisher, Etc.) 

1. 1. Select the relevant question set (not system/asset) 
   2. Select New Question in the upper right 
   3. Fill out/select: 
      • The question text, code/code year (optional), frequency, and question type 
      • System Type - Depending on where the question is added, you will have to select a system type. For example, if we add a special hazard question, we have to select the type of special hazard system the question should be associated with (Water Mist, Halon, etc.). 
      • Section - You will see the available section options. This is where the inspection question will appear in the field and the report.
   4. Once finished, select Save.

Important:

• • • The frequency at which a question is set is the lowest inspection frequency at which the question will appear. If a question is set to a Monthly frequency, that particular question will appear on corresponding inspections with a monthly frequency and higher (quarterly, semi-annual, annual). A question set with an Annual frequency will only appear on annual inspections, etc.. 
    • The default frequency of a question can be changed - see Editing Inspection Questions above. 
    • If a Question Type is set to Yes No, the answer options will be Yes/No/NA. By default, if the question is answered No, it will trigger a deficiency, which means you want the question text worded accordingly.

Syncing the Changes 

After any question is added, edited, or removed, technicians must log out of the mobile application to ensure the changes sync. If an inspection is already in progress, changes will not apply until the next inspection. 

Timing Recommendation:
Make edits during downtime (e.g., end of day/week/month) so all technicians can sync before their next inspections.