Step by Step - Single Inspection

Navigate to the record you want to inspect via the Folder tab on the bottom panel or the Search icon. You can also quickly find records using the Inspections Due (amber) or Inspections Overdue (red) filters on the Dashboard.

There are two ways to add a single inspection:

From the Record List: Select the record using the circle icon on the left-hand side, then tap Add inspection at the bottom of the screen.
From the Record Detail: Tap into the record itself, tap the + icon in the top right corner, and select Add Inspection.

In the inspection log window, fill in the details of the inspection:

Change the current state.
Carry out checklists (if applicable, they will be displayed here).
Add any relevant comments. If a comment was left on the previous inspection, access it by tapping View last comments and choosing Use last comments.
Change the quantity of the item (if applicable).
The next inspection date will be calculated automatically. To change this date manually, tap Automatic to select a new date.
Add images or documents for evidence: tap the Camera 📷 icon to take or upload images, or the File 📁 icon to upload documents.

⚠️ IMPORTANT NOTE ON INSPECTION DATE

The date the inspection was carried out cannot be changed. This date is automatically recorded when the inspection is submitted. This prevents backdating inspections that may have been carried out late. Once an inspection has been saved, you can edit it to change the state, comments, next check date, etc., but you cannot alter the original inspection completion date.

Saving Your Inspection

You have two options for saving your inspection:

Submit: If the inspection is complete, tap Save, and then tap Submit.
Save Draft: If you were unable to complete the entire inspection, tap Save, and then tap Save draft.

If you clicked Save draft:

The draft inspection will be noted in the record history, and a Draft icon will appear to the right of the record in the Folder view.
To continue the saved draft, follow the steps above to Add an inspection. You will then be given the option to Start over or Continue from draft.

Note: The draft inspection feature is only available on the mobile application.

Step by Step - Multiple Inspection

If you are inspecting several items at once, you can add inspections to a maximum of 50 records together.

Select the records you want to update by tapping on the circle icon to the left of the records. A Select all option will appear once you select the first record.
Tap Add Inspection at the bottom of the screen.

Fill in the inspection details for each record as detailed above.

Using the Copy Down Function

If the records you are inspecting have the same state, quantity, next inspection date, or comments, you can use the grey copy down icon next to each detail to copy the same information down to all subsequent records.

This function works at any point in the list. If only the last three records need the same state, use the copy down icon starting from the first of those three records.

Saving Multiple Inspections

Tap Save. You will then have two options:

Submit: If all inspections are complete, tap Submit.
Save draft: If you weren't able to complete all inspections, tap Save draft.

If you saved your inspections as drafts, follow the single inspection steps above to Add an inspection. When you reach the inspection dialogue, tap Choose in the yellow bar at the top to Continue all or Discard all draft inspections. You can also manage this for individual records.

Offline Work and Syncing

If you have carried out inspections while offline, you must re-connect to Wi-Fi or cellular data (3G/4G) afterwards to sync your device and ensure your account has the most up-to-date information.

Inspections will show as Pending until the mobile application has synced.
You can view the list of pending activities by tapping Pending Updates on the Dashboard.

Note: If you want to add information to a record without changing the inspection frequency or status, you can do this by clicking Add note instead.

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Contact our Customer Support Team via the chat button in the lower right corner of the screen, on +44 (0)1248 719270 or at support@papertrail.io.