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Completing an inspection with actions

This article explains how to start a new inspection, complete the inspection details and checklist, sign the declaration, and submit the inspection. It also explains when follow-up requirements and actions may appear if issues are identified.

Written by Aurora

How inspections and actions work together

  1. You complete an inspection form

  2. You answer questions and checklists

  3. If an issue is identified (e.g. selecting No, follow-up steps may appear depending on your configuration)

  4. You create an action to track and resolve the issue

  5. Actions are managed separately until completed

Before you begin

Make sure you have access to:

  • Inspections (to complete forms)

  • Actions (to create and manage follow-ups)

Complete an inspection

1. Start a new inspection

  • Go to Inspections from the main menu

  • Select a form

2. Complete the Inspection Details

Enter the required inspection details shown on your form. Depending on configuration, this may include:

  • where: Company Structure, Site/Physical Location, and Geo-Location

  • when: Start Date, Date, and Time

  • who: Inspector and Assisting Inspectors

  • other configured fields, such as Contracting Company

When you open an inspection form for the first time, your browser may ask to use your current location. Click Allow if you want to use Use Current Location in the map section.

For the map section, you can: click on the map to set a location

  • click Use Current Location

  • clear and reselect the location if needed

Labels and workflows may vary slightly depending on your environment.

3. Complete the Inspection Checklist section

After finishing the inspection details, move to Inspection Checklist.
This section may include:

  • header fields describing what is being inspected, such as Unit Number

  • the configured checklist questions for the form

For each checklist question:

  • select the available response option(s), such as Yes, No, or N/A

  • complete any question marked Answer Required

Question types, response options, and follow-up requirements are configured based on your business process.

4. Complete any follow-up requirements

Depending on how the question is configured, selecting a response such as No may show additional required steps under that question, for example:

  • upload evidence (photos or files)

  • add comments

  • create an action

5. Create an action (when prompted)

When Create Action appears:

  1. Click Create Action

  2. Complete the action form:

    • Action Template

    • Priority

    • Action Activity (what needs to be done)

    • Due Date

    • Responsible Person

    • Reviewer

  3. Add attachments if needed

  4. Click Create Action

Actions are typically required for critical or non-compliant responses.

Action templates control required fields and workflow steps

6. Sign and submit the inspection

  • You must complete all required fields and mandatory checklist questions before you can continue.

  • Complete the Declaration section. If a declaration is configured, click Sign Now for the required signer. Draw or enter the signature, then click Save Signature to confirm it. You must save the signature before the inspection can be submitted.

  • Click Submit Inspection

Example

You are completing an inspection and answer No to a required checklist question.
Depending on the form configuration, the system may then require you to:

  • upload evidence

  • add a comment

  • create an action before you can continue

What happens after submission

After submission, you are taken to the Inspection Responses list for that form.
Your completed inspection appears there with its status, compliance result, action count, and submission date.If any actions were created during the inspection, they can be managed separately in the Actions Module.

Managing actions

To manage your actions:

  1. Go to Actions or your Dashboard

  2. Use filters like:

    • My Actions

    • Status

    • Due Date

  3. Open an action and progress it through stages such as:

    • Start Work

    • Send for Review

    • Approve or Reject

    • Complete

Some questions may require evidence, comments, or actions depending on configuration

Common issues

Question: I don’t see “Create Action”
Answer: The response may not require an action, or the form is not configured for actions

Question: I can’t submit the inspection
Answer: Check that all required fields are completed, all mandatory checklist questions are answered, and any required declaration signatures have been saved

Question: I can’t see my actions
Answer: Use filters like My Actions or confirm your access

Question: Location isn’t updating
Answer: Use Use Current Location or manually select a point on the map

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