Step by Step - Single Inspection
Navigate to the record you want to inspect via the Folders tab on the left-hand side or the Search bar. You can also bring up records that require attention 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 View: Select the record using the tick box on the left-hand side, then click Add 1 inspection at the top of the page.
From the Record Detail: Click into the record itself, then click + Inspection in the lower right-hand corner.
In the inspection log window, you can fill in the inspection details:
Change the current state.
Carry out checklists (if applicable, they will be displayed here).
Add any relevant comments. If you have a previous comment, you can access it by clicking View last comments and choose to Use last comments.
Change the quantity of the item (if applicable).
The next inspection date will be calculated automatically based on the record's inspection frequency. To change this date manually, click Set date manually.
Add images or documents for evidence by clicking Add file.
⚠️ IMPORTANT NOTE ON DATES
The date the inspection was carried out cannot be changed. This date is automatically recorded when the inspection is submitted to prevent backdating. 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.
Once all the details are complete, click Save.
Step by Step - Multiple Inspection
If you are inspecting several items at once, you can add inspections to a maximum of 50 records in one go.
Select the records you want to update using the tick box on the left-hand side of the records.
Click Add X Inspections. This will bring up the inspection log window for multiple records.
Fill in the details for each record as detailed above.
Using the Copy Down Function
If multiple records share the same state, quantity, next inspection date, and/or comments, you can use the blue copy down arrow (to the right of each detail) to copy the information down to all subsequent records in your list.
This works at any stage of the list. For example, if only the last three records have the same state, you can use the copy down icon starting from the first of those three records.
We strongly recommend that you scroll down through the records selected and double-check that everything is correct before saving. You can use the Jump to record option (bottom right of the inspection box) to quickly find a specific record in your selection.
Once you've filled in and checked the inspections, click Save all to complete.
Follow-on Actions
After the inspections have been saved, a confirmation dialogue will be displayed:
This confirms the inspection has been saved and allows you to carry out a follow-on action, such as creating a report, adding identifiers, or cloning a record.
Click Actions and Print/Export to produce a general report or certificate from the records that have just been inspected.
Click Close if no further actions are needed.
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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Still can't find the answer you need? We'd love to help!
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.