Importing past inspections

Inspections done on paper or in another tool can be imported: each one arrives as a completed inspection with its answers, in the annual grid and in the history of its asset or location.

Start from the template's sheet

On the Inspections page, open the ⋯ menu of a template and choose History import sheet. The file lists every checkpoint of the template (Section, Part, Checkpoint) and, in the Allowed Values column, what each one accepts. One block of rows is one inspection: copy the block once per inspection to import.

Filling in the file

1. Asset (Reference) or Asset (Name), or Location (Name): what was inspected — one or the other, never both.
2. Date: the day of the inspection, as YYYY-MM-DD or in your company's date format. Time (HH:mm) is needed when the template has several inspections a day.
3. Result: one of the allowed values of the row — a code, PASS/FAIL, YES/NO, DONE/NOT_DONE/NA, a number, text, or several options separated by |. Delete the rows of checkpoints that were not answered.
4. Note and Performed By are optional. Performed By takes a user's email or username; any other text is kept as the inspector's name.

Importing

On the Inspections page, choose History, then Import past inspections, and upload the file. The check before importing lists the rows that cannot be imported and why, and the planned inspections the file will fill. At the end, download the rows not imported: they come back with the reason in a last column — fix them and import that file again.

What the import does — and does not do

• Rows with the same template, target, date and time make one inspection, imported whole or not at all.
• An inspection that already holds answers is never overwritten. A planned inspection with no answer yet receives the imported answers.
• Failed answers are recorded as defect findings already closed on the inspection's date: they stay in the history and do not reopen the findings register.
• No work order, e-mail, stock movement or meter reading is triggered.
• When the template has a verifier, imported inspections wait for verification like any other — they can be verified in bulk.
• Dates in the future are refused.

Who can import

Importing needs the permission to date an inspection in the past (Administrator and Manager by default) and a plan that includes inspections (Starter or above).

Exporting the answers

History, then Export answers, downloads the answers of completed inspections in the same columns, one row per answer (Starter plan or above). The file can be imported again as it is — for example into another workspace that has the same templates. The ⋯ menu of a template exports that template's answers alone; one file holds up to 100,000 answers.