Manager
Record a performed inspection
For whom and what you need
For a Manager holding a technician's report who wants the next due date to be right by itself. Recording an inspection moves the duty on: the portal counts from the date of the latest inspection by the interval you set, stores that date nowhere, and so it cannot go stale.
You will need:
- an inspection duty already there (Keep the inspection register);
- the day the inspection was actually performed — it cannot be in the future;
- the result: passed, or defects found;
- the report as PDF, JPEG, PNG, DOCX, XLSX, ODT, ODS or plain text, at most 20 MB (optional).
Steps
Open the inspection duty
In the navigation click Building, then the Inspections sub-tab, then the duty's label in the list. Its page opens: the due date at the top, the inspections so far below it, newest first, and the form that records one under them.
Write down what was performed
Fill in Date of the inspection — the day it was actually performed. Fill in Performed by if somebody other than your usual supplier did it.
Under Result choose Passed or Defects found. In What was found write what was found (at most 2000 characters) — it is your own note and no resident ever sees it.
Attach the report and decide who sees it
Choose a file under Report. The rules are a document's: the contents decide the type, not the name, and at most 20 MB. Managers can always open it. Residents only once you turn Report visible to residents on.
Watch out
Before you show a report to residents, check that it names no flat and no person. Once it is visible, every resident of the entrances this duty covers can open it.
Once you save, the due date at the top works itself out again: the date of the inspection plus the interval. There is nothing else to correct anywhere.
Create an issue from the defects
A row whose inspection found defects offers Create an issue. The issue form opens at the entrance the duty stands at — for a whole-building duty, its first entrance, which you can change. Describe the defect there and handle it like any other issue (Report an Issue yourself).
Correct or remove a record
Click the date in the list to open the inspection. You can correct any field, upload a new report in place of the current one (the link stays the same), or Remove the inspection.
Watch out
Removing takes the attached report with it and gives the duty back the due date it had before. It is the one thing about the inspection register an owner finds in the audit log (Read the audit log). If you only mistyped the date, correct the record rather than remove it.
What others see
What a resident sees
On their Building tab they see the date of the last inspection, its result and the next due date — and the report only where you turned Report visible to residents on. They never see your note about the defects, the technician's name, or who recorded it. Recording an inspection sends nobody anything and never shows on the notice board; what residents are told about is an event (Announce an Event).
Your fellow Managers see the same and can correct or remove a record exactly as you can.
When something goes wrong
The date of an inspection cannot be in the future.
Only an inspection that has already happened is recorded. One still to come is announced as an event.
report.doc is not a PDF, JPEG, PNG, Word, Excel, OpenDocument or plain text file.
The contents decide the type, not the extension. Save an old “.doc” as PDF or DOCX and upload it again.
The file report.pdf is too large (at most 20 MB). / The file is too large (at most 20 MB).
A scanned report is often large. Scan to PDF at a lower resolution or in black and white; the limit is 20 MB.
The report could not be saved, so nothing was saved. Please try again.
The file could not be saved, so nothing was — the other fields included. Try again; if it keeps happening, write to us.
That inspection is no longer there. A colleague removed it meanwhile.
A colleague removed the inspection meanwhile. If it belongs there, record it again.
Where it ends
The inspection is on record and the duty's due date has moved by itself — and the reminders with it, so the portal will not warn you about the old date again and the duty leaves your notice board. Residents can see the building is checked without having to ask you. What is overdue and what is coming is on the list (Keep the inspection register).