Inspections quickstart

The Inspections module replaces paper checklists with a CMMS-native workflow. Each template describes the checkpoints you want to verify monthly, and each execution is one filled-in copy of that template for a given (asset, month). The annual grid view shows you 12 months of results at a glance.

How it fits together

Templates → Items → Executions → Cells. A template is the form. An item is one line of the form (e.g. "Motor / body temperature ≤ 40°C"). Items can be grouped into sections (MECHANICAL, ELECTRICAL, HYDRAULIC, etc.). An execution is one monthly run for a (template, asset, year, month). A cell is the leaf result for one (execution, item) — what code, what value, what notes.

Create your first template

1. Go to /inspections/templates and click "New template". Give it a name (e.g. "Compressor monthly check") and optionally a document number and revision (ISO-9001 controlled-document fields).
2. Optionally set a Responsible Section — the functional team accountable for this form. Generated inspections inherit it as their assigned team, and the section is printed on the PDF.
3. Optionally choose a Category to group this template on the Inspections page — for example an "AC Checklist" category holding your "Monthly" and "Weekly" AC forms. Manage categories in Company Settings → Categories (Inspection).
4. Add sections from the builder if you want to group items — typical groups are MECHANICAL, ELECTRICAL, LUBRICATION, SAFETY. Sections are optional; items can also live "without section".
5. For each section, click "Add item" and define one checkpoint: a part name + a check-point description. Add a period label (e.g. "1x") and a duration in minutes if you want to estimate time.
6. Configure action codes via "Edit action codes". The default is the ISO-friendly set (P = Check, R = Replace, A = Adjust, C = Clean, T = Top up) but you can override with your own legend (Krisyanto-style P/G/S/B/T, or any 1-3 letter code).
7. Save the template. It becomes available for new executions.

Optional: auto-create a corrective Work Order on FAIL

On the template page, toggle "Auto-create corrective Work Order on FAIL". When any cell of a future execution is marked FAIL, the system will automatically create a high-priority Work Order with a 24-hour due date, linked bi-directionally to the inspection. The toggle is off by default — turn it on only when your team is ready for the WO surge. You can also pre-select a default assignee so the new WO lands directly on the right technician. When several items fail in the same inspection, the new "When multiple items fail" setting controls the result: keep one Work Order per inspection (every failed item is listed on it) or create one Work Order per failed item, each independently assignable and closable.

Run an inspection

From a template, click "Run inspection", choose an asset and month, and the inspection opens right away — already started — so you can fill it in. To launch the same template on many assets at once, use "Schedule for multiple assets". Every scheduled or in-progress inspection appears under the "Inspections to do" tab on the Inspections page, so created runs are never lost — open one there to start or continue it. The Calendar view also shows scheduled inspections in purple; drag any inspection still in SCHEDULED status to reschedule it.

Fill an execution

Open an inspection from the "Inspections to do" tab (or directly after "Run inspection") and click each item to enter the result. Pick an action code from your template legend, optionally enter a numeric value (the threshold check derives OK/FAIL automatically if you defined min/max), add notes, attach a photo, and save. The status moves to IN_PROGRESS automatically. When every required item is filled, click "Complete" — the execution locks and (optionally) captures a signature URL for audit.

Export as PDF

Every execution has a "Download PDF" button that renders an A4 portrait report (header + sectioned grid + action-codes legend + signature line) in your interface language. The annual grid page has its own "Download annual PDF" button for the A4 landscape 12-month matrix — green for OK, red for FAIL, amber for PENDING.

Delete a template

To remove a template you no longer use, open the template card (or its detail page) and click the ⋯ menu, then choose Delete. The confirmation step shows how many sections, items and scheduled executions will be removed — read it carefully because deletion is permanent and cascades to every filled cell. Delete requires the inspections:template_write permission (granted to Admins and Managers by default).

Tips

• Start small: define ONE template for your most critical asset and run it for one month before rolling out wider.
• Use the "criticality" free-text field on the template (Score 1-5, "low", "critical") — it influences the auto-WO priority (HIGH by default, MEDIUM when criticality contains "low").
• The annual grid is your audit trail. Print it once a year for ISO-9001 audits.
• Customers can build different templates for different asset families (compressors, conveyors, electrical cabinets) and still see them side-by-side in the unified Calendar.

Fill an inspection (auto-save)

Open an execution and tap a code on each item — your choice saves automatically, so there is no per-item save button. A small check appears once a cell is saved. You can also tap "Save all", or just "Complete" (which saves any pending changes first). Attach a photo to any item with the camera button: it shows as a thumbnail, opens full-screen on tap, and is included in the PDF.

Color-coded results (Pass / Fail)

In "Edit action codes", mark each code as Pass, Fail, or Neutral. Pass codes turn green and Fail codes turn red — on both the fill screen and the annual grid. A Fail-coded result is what marks the item as failed, so it is also what triggers the automatic corrective Work Order when that option is enabled. Codes left Neutral (for example "N/A") never fail an item.