Access: Admin Only
Overview: An overview of how to create inspection templates and choose inspection compliance in settings. For guidance with creating and sending inspections, take a look at the knowledge base article Managing Inspections.
*The video above was filmed on the old design, but the functions are the same.
As an admin user, you are able to create inspection templates. To access these settings, click the cog icon in the top right corner to navigate to Settings. From the menu on the left, select Inspections.
Make sure that you are on the 'Templates' tab. Select Create template to create a new inspection template.
To edit an existing template, click on the blue template name.
Assign a name for the template (required). It is also recommended to write a short description noting what kind of inspection this template should be used for.
There are 11 question types available, and by default they are optional. Below is a table defining the different question types you are able to create in an inspection form:
|Short Answer||A sentence or two response.|
|Paragraph||Can be multiple sentences in response.|
|Multiple Choice||Create the choices that the city user can select from. The user can only select one option.|
|Checkboxes||Create the choices that the city user can select from. The user can select multiple options.|
|Dropdown||The user can only select one option from a dropdown menu.|
|Date||Allows the user to select a date. Can be typed in or selected from a calendar.|
|Number||Allows the user to enter a number. The system will note entries that are not a number.|
|Signature*||Allows for a signature to be either typed or drawn, with a time stamp. The signature will appear on the review of the enforcement, as well as any downloaded pdfs.|
|File Upload||This allows the user to upload a file. From a smartphone this link will open the phone camera.|
|Fixed Text||Type in an amount of fixed text you want to show up in the inspection form.|
Loads a picture of the user's signature, which is created in settings.
Digital Signatures is currently in beta testing. If you are interested in being one of our testers please let us know at firstname.lastname@example.org.
Digital signatures are a custom property, so they can be added into establishment information or even a pump out form, but we anticipate most users will be adding them into their inspection forms. For guidance on adding signatures as a custom property for other sections of SwiftComply, head to the knowledge base article Properties.
If you choose to insert a 'Signature' into your template, you can name your signature question anything you want, however we suggest just writing "Signature" to avoid confusion. Choose 'Signature' from the dropdown menu. Click Save when finished.
You can add as many signatures as you would like to your custom form by repeating the above process.
Click the check mark next to ‘Required’ beneath a question to require the question to be completed before closing the inspection.
Conditional questions are questions that appear based on the answer to a previous question. To add a conditional question, check the 'Conditional' checkbox beneath a question.
Then select the conditions under which you would like this conditional question to appear. In the case of the example below, the question labeled “Actions required” will be shown if the answer to the “Cleaning manifest on site?” question is "No”.
To add a new inspection question, select the blue ‘+’ symbol. To delete a question, select the gray ‘-’ symbol.
Click Save to save your template.
If an inspection template is no longer relevant, it may be disabled. To archive an inspection, click on the blue name of the inspection template, and click Archive in the bottom left corner of the template.
If an inspection template is archived and you would like to use it again, select Restore in the bottom left corner to reactivate the template.
As an admin user, you are able to customize inspection compliance. To access these settings, click the cog icon in the top right corner to navigate to Settings. From the menu on the left, select Inspections.
Make sure that you are on the 'Compliance' tab. Select Create compliance to create a new inspection compliance rating.
Assign a name for the compliance rating (required), and choose a color code.
Click Save once finished.
When an inspection for an establishment is completed, this compliance rating will be shown in the dropdown menu at the end of the inspection form. The color you chose will show once the inspection has been closed.
To edit or delete an existing compliance status, click on the blue status name. Make your changes and click Save, or click the red trash can icon in the top right corner.