Checklists for inspections

A checklist contains a number of checklist items for inspectors to use. When inspectors work with a checklist during an inspection, they set a status for each checklist item on the list. The scores of all the checklist items automatically populate, and some checklist items may be automatically checked as “major violation.” The total score and number of major violations determine the inspection result, including inspection status and inspection grade.

Some agencies set certain checklists and checklist items as required. Required checklists with required checklist items must be completed. However, if a required checklist does not have any required checklist items, you can skip the checklist. If a checklist is not required, checklist items may not be required either.

Your agency may configure a checklist for each type of inspection your agency does. If your agency has not defined a checklist for an inspection type you are working on, you can add one from a list of reference checklists. You can also copy checklists from a one inspection type to another.

To add a checklist to an inspection

  1. Find and open the inspection you are working on.

    Note: Inspections are located in the Inspections page main link or on the Inspections tab for the record you are working with.

  2. Select the link for the inspection that you want to update.

  3. Select the Checklists tab.

  4. Select Search.

  5. From the Group drop-down list, choose the group that includes the checklist you want to add to the inspection.

  6. Select the check box next to the checklist(s) you want to add. To select all reference checklists, select the box at the top of the list.

    Note: You can also enter a Checklist ID. The Checklist ID displays on the checklist detail page when you enter the inspection results.

  7. Select Submit.

You can copy a checklist from one inspection and apply it to another. If an inspection already has a checklist associated with it and you copy the same checklist over to the inspection, Civic Platform will overwrite the original checklist with the copied version.

Note: Access to a checklist is assigned to an inspection based on the specific inspection security settings by your agency administrator. For example, if an inspection is read-only, you can only view it. You cannot modify, delete, or copy checklists assigned to the inspection.

To copy a checklist to an inspection

  1. Locate and open the application to which you want to apply the inspection information.

  2. Select the Inspection tab.

  3. Select the inspection type name you want to view.

  4. Select the Checklist tab.

  5. Hover your mouse over Menu and select Copy.

  6. Search for and select the record with the checklist(s) you want to copy over.

    • Select the record you want and select Submit.

  7. Select the check box next to the checklists you want to copy.

  8. Select Submit.

When a checklist does not contain a checklist item that you want, you can add a checklist item from any existing reference checklist.

To add a checklist item to a checklist

  1. Find and open the inspection you are working on.

    Note: Inspections are located in the Inspections page main link or on the Inspections tab for the record you are working with.

  2. Open the inspection that you want to update.

  3. Select the Checklist tab.

  4. Open the checklist.

  5. Select the Add link next to the Checklist items heading in the list.

  6. Locate the desired checklist item.

    Note: If you know that checklist item, choose the Checklist group and Checklist that contains the checklist item from the drop-down lists. You can alsoenter the checklist item key word and select the search icon .

  7. Select the desired checklist item, and select Select.

  8. You can remove a checklist item by selecting the Delete link next to the checklist item that you newly added to remove the item from the checklist.

    Note: You cannot remove a checklist item that your agency administrator configured in the checklist.

Completing a checklist enables inspectors to keep a record of detailed inspection results and may also serve as a checklist during an inspection.

Unless you have supervisor permission, you must complete all the required checklists in an inspection before you set an inspection status to Approved. However, if you set the inspection status to Pending or Denied, there is no validation that required checklists have been completed.

To complete a checklist

  1. Find and open the inspection you are working on.

    Note: Inspections are located in the Inspections page main link or on the Inspections tab for the record you are working with.

  2. Open the inspection.

  3. Select the Checklists tab.

  4. Open the checklist you want to complete.

  5. For each checklist item, select a status.

    Notes:

    • All required items must be completed.

    • When you select an item status, the item score auto-populates with a predefined value for the status. You can also enter the item score manually.

    • The total score and the number of major violations for the checklist automatically updates when you change the status and score of a checklist item.

    • If you have no supervisory privileges, your agency administrator may only allow you to modify the checklist item statuses, and. you cannot edit inspection result, inspection grade, checklist total score, and checklist major violation.

    • You can select the History link in the History column of a checklist or checklist item to view the history of checklist items that may have failed in previous inspections' checklists and were carried over to subsequent inspections. Carrying over failed checklist items is configured when adding an inspection type to an inspection group. See Add, edit, and delete inspection types for more information.

  6. Select Submit.

You can associate attachments to checklist items and manage those attachments as needed.

To manage attachments associated with a checklist item

  1. Find and open the inspection you are working on.

    Note: Inspections are located in the Inspections page main link or on the Inspections tab for the record you are working with.

  2. Select the link for the inspection that you want to update.

  3. Select the Checklist tab.

  4. Select the link for the checklist you want to complete.

  5. Expand the desired checklist item, then do one of the following.

    • To associate documents or image files with the checklist item, select the Upload file icon.

      For instructions, see Attachments.

      Civic Platform lists attachments under the checklist item. Checklist item attachments are also accessible via the Attachments tab for the inspection that the checklist item belongs to.

    • To open or download an existing attachment, select the link to the attachment name.

    • To remove an attachment, select the Delete icon next to the desired attachment.

If you add the wrong type of checklist to an inspection, you can remove it. Be careful not to delete completed checklists as you may lose inspection details recorded on the checklist.

To remove a checklist

  1. Locate the inspection you are working on, either via the Inspections main link or via the Inspections tab for the record you are working with.

  2. Open the inspection.

  3. Select the Checklists tab.

  4. Select the check box next to the checklist that you want to remove.

  5. Select Delete.

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