Maintain Inspection Forms

The Inspection Forms feature is used by Texada Web to setup user-defined lists for Inspection checks, for servicing Work Orders, for equipment checks in preparation for Reservations and on Delivery & Pickup Ticket checks.
Texada Web will prompt for and submit inspection field data as Work Orders and Tickets are completed on the mobile device.
When Texada Web is activated in Logistics, Texada Web will prompt for and submit inspection field data as Work Orders are completed on the mobile device.

An operator must be assigned a Security Role that allows permission to the Inspection Forms in order to access this table.
The utility View Inspection Forms can be run from the command line by SCS staff to setup Inspection Form values.

This Inspection Forms can be automatically assigned to a Work Order, Inspection, Reservation, Delivery or Pickup Ticket based on the "Assign" flag set in the 'Inspection Forms' window on the 'Make' table of the Product Make and Model Master or the product Group.

For Work Order this applies when the W.O. is created from:

• Work Orders
• Maintenance Work Orders
• Clone or Convert Estimate
• Create W.O. API
• Generate Automatic Work Orders for Returned Equipment
• Create Texada Web W.O.

  Multiple Inspection Forms can be assigned manually or automatically to a Work Order as follows:

  • Inspection Forms will automatically be added to the Work Order if the product being serviced has been assigned a standard 'Model' defined in the Make/Model and Re-Order Information window, and that 'Model' is flagged to "Assign to WO" in the 'Inspection Forms' window on the Product Make and Model Master table.

  • If there are no 'Inspection Forms' associated with the 'Model' then Group defined Inspection Forms will automatically be added to the Work Order where the form is flagged to "Assign to WO" in the 'Inspection Forms' window on the product Group.
    The 'Inspection Form' and the 'Assign to WO' & 'Assign to Insp' flags can be assigned to a Group by the Update Group Information export/import utility.

  • Inspection Forms can manually be added to the Work Order in the Inspection Forms for Work Order window by clicking the INSPECTIONS button at the bottom of the Work Order header screen.

  The forms added to each W.O. can be viewed in the Inspection Forms for Work Order window on the document.

The prompts to create an Inspection Form are:

FORM ID

Enter a label for this form.
In change mode the Inspection Form Search window is provided to view and select an existing form.

Note: The Form ID cannot contain the non-standard characters such as & = * % $ # < > etc

DESCRIPTION

Enter the description for this form.
The search in Inspection Form Search is based on the characters in this field.

FORM TYPE

Select the relevant form types for this Inspection list from the Inspection Form Type Selection window.

Form Details:

APPLICATION FIELD

There are multiple field types supported, that can be selected from the drop-down box provided:

• INSPECTION_CHECKBOX - passed, failed or completed response

• INSPECTION_MULTIPLE_CHOICE - provide a question/prompt where the mechanic can select from a set of pre-defined responses
  Setup:

  • Click the MC OPTIONS button to define the options or responses that can be selected in the Inspection Form Multiple Choice Options
  • Click the MC LISTS button to create the List and assign the relevant response Options in the Inspection Form Multiple Choice Lists table.
  • Add the "Inspection_Multiple_Choice" type record to the appropriate 'Inspection Forms' with the acceptable response options for this inspection question in the Multiple Choice Options window on the form.

• INSPECTION_NUMBER - metric or number entry values such as Mileage, Meter Reading, or a measurement

• INSPECTION_PHOTO - capture and attach an image

• INSPECTION_STATUS - for non-bulk rental only (same functionality as STATUS_CODE)

• INSPECTION_TEXT - useful for other alpha/numeric data entry including other "reference numbers"

• MECHANIC_INSTRUCTION - notes to mechanic where no response required on inspection form

• MECHANIC_REFERENCE - URL link for mechanic where no response required on inspection form

• STATUS_CODE - for non-bulk rental only (same functionality as INSPECTION_STATUS)

Multiple instances of each type can be included on each form.
e.g. 3 checkboxes, one text field, and two numbers, etc

USER PROMPT

Enter the text that provides instructions or prompts the mechanic for a response or enter the URL for a Mechanic_Reference.
Because the 'User Prompt can be up to 250 characters a button is provided to view, enter and modify this large field.

Note: This field does not apply to the Inspection_Status and Status_Code "Application Field" records.

SIZE

Enter the number of characters allowed for the input data.
eg: Number value = up to 9 digits
Text value = up to 250 alpha/numeric characters

Note: This value does not apply to the Inspection_Checkbox, Inspection_Multiple_Choice, Mechanic_Instructions and Mechanic_Reference records.

MIN VALUE

Enter the minimum field size allowed.

MAX VALUE

Enter the maximum field size allowed.
Numeric fields in Inspection Forms are limited to a maximum size of 9, with up to 4 decimal places.

DEC

Enter the number of decimal places allowed, up to a maximum of 4.

MULT

Text fields can have multiple responses such as long comments text box, or multiple photos.
Checkbox and Number fields are always limited to one for one.

TAG

Two tags can be printed from Texada Web, a Red one for equipment needing service and a green one for equipment ready to rent.
Check this box if this inspection field should be included on the tags printed from Texada Web.

STOP

This option only applies to "Inspection_Checkbox" type fields in the Inspection forms table, and can be used to ensure the Texada Web Mechanic returns the appropriate completed value on critical inspection actions, before the asset is ready to rent again.

Critical inspection prompts are identified on the Texada Web device or tablet, and control whether the Green Tag status can be selected on the Work Order and whether the Product Status Code can be changed to an "Allow Rent" status.

Select which one of these actions means Stop on this Inspection Form Detail:

• Check to mean Stop for this inspection detail.
  If the checkbox for this inspection is checked on the tablet then it is Red Tagged and the Product Status cannot be changed to an "Allow Rent" status.
  The checkbox would need to be unchecked before the Green Tag status can be selected.

• Uncheck to mean Stop for this inspection detail.
  If the checkbox for this inspection is NOT checked on the tablet then it is Red Tagged and the Product Status cannot be changed to an "Allow Rent" status.
  The checkbox would need to be checked before the Green Tag status can be selected.

• Never means this inspection checkbox does not restrict the selection of a Green Tag status

YY

This option only applies to the following two types of inspection questions:

• "Inspection_Checkbox" type records and when YY is checked it requires that the Inspection response must be affirmative or N/A before the Inspection can be closed as completed.
  This field is not enabled if there is a value in the "STOP" option of the "Inspection_Checkbox" record.
• "Inspection_Multiple_Choice" type records and when YY is checked then one of the pre-defined responses for this inspection record becomes mandatory.
  When the YY is not checked for a "Inspection_Multiple_Choice" type record then one of the pre-defined responses or a blank are acceptable responses.

OPT

This column only applies to the "Inspection_Multiple_Choice" records and can be used to define the acceptable responses in the Multiple Choice Options window, for the question or prompt setup in the 'User Prompt' field for this record.

ACTIONS:
Additional actions provided by buttons on bottom of the Maintain Inspection Forms screen include:

• Delete an entire Inspection Form:
  To Delete an Inspection Form that is no longer useful, click the DELETE button to change into 'Delete' mode before selecting the form from the Inspection Form Search window.
  Enter or select the form and click ACCEPT twice, once for the details and a second time for the entire form.
  Confirmation to delete the form is required.
  A record is written to the Delete Log for FLINSP06 to track the deletion.

  In Use?
  If the form is not in use, it is immediately removed from the Inspection Forms table.
  If the form is in use and has been assigned to any Groups or Models a warning is triggered with the number of records currently assigned. The option is provided to automatically remove the form from these records and proceed to delete the form. If the forms are not removed from these records the Inspection Form cannot be deleted.

• Update the Inspection Forms from a Spreadsheet:
  Click on the EXPORT/IMPORT button to access the tools in the Export/Import Inspection Forms window to generate a spreadsheet of the data fields used in the Inspection Forms and to import the modified data to update the Inspection Forms.

• Clone Inspection Forms:
  When a new Inspection Form is similar to an existing form, click the CLONE button to make a copy of the existing Inspection Form as outlined in Clone Inspection Form, and then that new one can then be modified as required.