Create new inspection frequencies
For account admins who would like to create or edit account inspection schedules, the frequency manager tool is now available and can be found by clicking on the settings cog on the bottom left of your account homepage.
To create a new inspection frequency click the 'Add Frequency' button at the top right of the page and a pop up will appear.
Here you can configure what the inspection schedule will be including:
What the custom frequency will be called
How often you would like to inspect the record(s)
To do this you will need to type in an acceptable frequency rule (see image below for acceptable formats)
How long before the inspection is due that you would like to be reminded
How you would like the next inspection date to be calculated based on when you inspect the record. So for example if you inspect the record early, which date do you want to be used to calculate the next inspection due date, the options are:
Inspection Date - the date you last inspected the record
Due Date - the date that the inspection was due to be recorded in the system
Next Check Date - The next due date based on previous calculations
Once you have filled out this information click next to see a preview of the inspection schedule based on your inputted information and check it looks correct for you.
If you would like to amend this click back and you can change any of the frequency settings, if you are happy simply click. 'Save Changes'.
Now that you have created a new inspection frequency you can assign it to a record and when it is next inspected the new schedule will take effect.
You cannot currently create a 'None' inspection frequency so if you wish to add this to your account please contact our support team who will add this to your account for you.
Update existing Inspection Frequencies
For any existing inspection frequencies on your account that you want to update find the relevant one in the list and click 'Edit' on the right side.
Legacy vs New
If the inspection frequency is a legacy one that has existed on your account before frequency manager you may have 'Offset Period' configured rather than the 3 option fields discussed earlier in the article.
When we figure out when your next check should be, we add the time defined by your inspection frequency to your current next check date. However, sometimes this doesn't give us the right date, so we have some special rules to fix it. The 'Offset Period' is used to adjust the start point by a certain number of days to make sure the calculation works correctly. For example, it helps when you're inspecting near the end of a month but your frequency is in months, so your start point gets moved to the next month.
In short, the 'Offset Period' helps us calculate the right inspection date, especially when using monthly frequencies near the end of a month.
Here is an example where one week is added to the 'Frequency' of 'Every Day' when the next check date is calculated by the system.
Edit
You can update your inspection frequency to use the new format of calculating your inspection schedule by clicking the 'New' tab and adding the configuration you would like and saving it. You can also update all the other fields including 'Name', 'Frequency' & 'Notify Period'. The updated frequency schedule will be applied on any records with that frequency after the next inspection.
Reorder frequency list
To reorder the inspection frequencies and how they will appear when selecting one on a record simply drag and reorder using the 'drag handles' to the left of the frequency name.
Delete and Default
You can also delete and set a frequency as your account default by the clicking on the 3 dot menu next to the 'Edit' button. You cannot delete a frequency which is being used by records on your account.
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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.