Skip to main content

​
Overview

Form filling is where the actual inspection data is captured. The system supports various field types including text, checkboxes, photos, signatures, and structured deficiency tracking. All data is automatically saved to enable offline work and prevent data loss.

​
Access an Inspection Form

1

Open the Inspection

Navigate to Inspections and select the inspection you want to work on.
2

Select a Form

On the inspection detail page, you’ll see all available forms:
  • Main inspection form (based on system/interval template)
  • Additional Risers
  • Deficiencies
  • Corrected Deficiencies
Click Fill Form or Edit to open the form.

​
Fill Form Fields

The form structure is defined by the template and automatically populated from inspection and property data (see form_fills_controller.rb:54-102).

​
Text Fields

Enter text data for equipment IDs, locations, notes, or other free-form information.

​
Date Fields

Use the date picker to select dates. Inspection date is auto-filled from the inspection record (see form_fills_controller.rb:55).

​
Pass/Fail/N/A Checkboxes

For compliance items, select:
  • Pass: Item meets requirements
  • Fail: Item has deficiencies (automatically captured for deficiency report)
  • N/A: Item not applicable to this inspection
The system tracks Pass/Fail/N/A counts and displays summary statistics on the inspection page (see form_fill.rb:726-750).

​
System and Interval Categories

These fields are auto-populated from the inspection settings and cannot be edited in the form.

​
Upload Photos

Visual documentation is critical for fire safety inspections.
1

Locate Photo Field

Photo fields are marked with a camera icon or “Upload Photo” button.
2

Take or Select Photo

  • Mobile: Tap the field to use your device camera or select from gallery
  • Desktop: Click to browse and select image files
Supported formats: JPEG, PNG. Photos are automatically compressed for optimal storage.
3

Upload Multiple Photos

You can attach multiple photos to a single field (see form_fill.rb:5 and form_fill.rb:31-77). Each photo is stored with a unique identifier.
4

View Uploaded Photos

Uploaded photos appear as thumbnails below the field. Click to view full size.
5

Remove Photos

Click the X or Remove button on a photo to delete it (see form_fills_controller.rb:214-259).
Photos are stored using ActiveStorage with unique attachment IDs (see form_fill.rb:16-29 and form_fill.rb:351-381). The system prevents duplicate uploads of the same photo.

​
Capture Signatures

Signatures are required for both technician and client sign-off.
1

Locate Signature Field

Signature fields are labeled as “Technician Signature” or “Client Signature”.
2

Sign the Form

  • Touch devices: Sign with your finger or stylus directly on the signature pad
  • Desktop: Use your mouse to draw the signature
3

Save Signature

Click Save or Confirm to attach the signature to the form.
Signatures are stored as PNG images for maximum quality (see form_fill.rb:115-121 and form_fill.rb:103-152).
4

Clear and Redo

If you’re not satisfied with the signature:
  1. Click Clear to erase and try again
  2. Or click Remove Signature to delete it entirely (see form_fills_controller.rb:7-38)
The system differentiates between technician and client signatures using field types (Signature_Field for technician, Signature_Annex for client). Make sure you’re signing in the correct field (see form_fill.rb:82-100 and form_fill.rb:226-257).

​
Record Deficiencies

Deficiencies are structured records of inspection failures requiring follow-up.
1

Identify Deficiency Field

Deficiency fields include multiple sub-fields for detailed tracking.
2

Fill Deficiency Details

For each deficiency, record:
  • Select: Pass/Fail/N/A (typically Fail for deficiencies)
  • Item: Specific equipment or component with the deficiency
  • Riser: Riser number or zone identifier
  • Comment: Detailed description of the deficiency
  • C (Critical): Check if this is a critical safety issue
  • D (Documented): Check if this deficiency was previously documented
Deficiency data structure is defined in form_fills_controller.rb:69-88 and stored in form_fill.rb:953-1011.
3

Add Multiple Deficiencies

You can record multiple deficiencies for a single field using the collection feature (see form_fill.rb:966-986).Click Add Another to create additional deficiency entries.
4

Review Deficiencies

All deficiencies are automatically compiled into the Deficiencies form for the inspection (see form_fill.rb:953-999).
When an inspection is marked as “Completed”, deficiencies are automatically transferred to the property record for tracking (see inspection.rb:17 and inspection.rb:29-31).

​
Auto-Save and Draft Mode

The form automatically saves your progress as you work.

​
How Auto-Save Works

  • Form data is stored in the data column as you type (see form_fill.rb:786-802)
  • Photos and signatures are saved immediately upon upload
  • No “Save Draft” button is needed—changes are saved continuously
You can safely close the form and return later. All entered data will be preserved.

​
Bulk Updates

When you click Save Draft or navigate away, the system performs a bulk update of all changed fields (see form_fills_controller.rb:151-211 and form_fill.rb:805-822).
The system uses separate handling for structure updates vs. data updates to optimize performance (see form_fills_controller.rb:158-169).

​
Data Column Storage

Form data is stored separately from form structure for efficiency:
  • form_structure: Defines field names, types, sections, labels (from template)
  • data: Stores user-entered values for each field (see form_fill.rb:775-802)
This separation allows:
  • Template updates without affecting existing data
  • Efficient queries and data retrieval
  • Better performance with large forms

​
View Updated Form Structure

If the template is updated while you’re working on a form, the system will sync the structure automatically (see form_template.rb:11 and form_template.rb:25-29). To manually refresh:
  1. Click Reload or Refresh Structure
  2. The form will update with the latest field definitions
  3. Your existing data is preserved and merged (see form_fills_controller.rb:262-336)

​
Working Offline

The system supports offline data entry for field technicians:
  • Forms can be accessed and filled without internet connection
  • Data is stored locally and synced when connection is restored
  • Photos are queued for upload when online
Offline functionality is handled via PWA (Progressive Web App) features and API sync endpoints (see routes.rb:86-99).

​
Best Practices

  • Take photos as you go: Capture visual evidence immediately while inspecting
  • Be specific in comments: Detailed notes help with follow-up and documentation
  • Mark critical deficiencies: Use the C (Critical) checkbox for safety issues
  • Use consistent terminology: Follow your company’s standards for item and riser naming
  • Review before submitting: Check all required fields are complete
  • Save frequently: Although auto-save is enabled, manually saving periodically is good practice

​
Troubleshooting

​
Photo Upload Fails

  • Check file size (very large photos may time out)
  • Ensure stable internet connection
  • Try a different image format (JPEG or PNG)

​
Signature Not Saving

  • Make sure you clicked Save after drawing the signature
  • Check that you’re using the correct signature field (technician vs. client)
  • Try clearing browser cache if the issue persists

​
Form Data Not Appearing

  • Refresh the page to sync latest structure (see form_fills_controller.rb:262-336)
  • Check that the template hasn’t been deleted or modified
  • Contact administrator if data is missing after refresh

​
Next Steps

Once you’ve completed filling the form:
  1. Review all fields for completeness
  2. Ensure all required photos and signatures are captured
  3. Click Submit Form to finalize
  4. Generate the PDF report for the inspection

Build docs developers (and LLMs) love

Get started for freeTalk to us