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Overview

Inspections are the core workflow of the PDF Form Parser system. Each inspection links a property, a form template, and a technician to create a complete inspection record with automatic form generation.

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Create a New Inspection

1

Navigate to New Inspection

You can create inspections from multiple places:
  • Click Inspections > New Inspection in the main navigation
  • From a property detail page, click New Inspection
  • From the calendar view, click on a date
2

Select Customer and Property

Choose the customer from the dropdown, then select the specific property to be inspected.
When you select a customer, the property dropdown will automatically populate with that customer’s properties (see inspections_controller.rb:289-296).
3

Choose System and Interval

Select:
  • System Category: The type of fire safety system (Sprinkler, Standpipe, Fire Alarm, etc.)
  • Interval Category: The inspection frequency (Monthly, Quarterly, Annual, etc.)
These selections determine which form template will be used.
4

Set Inspection Details

  • Date: When the inspection is scheduled or was performed
  • Technician: Assign the inspection to a technician
  • Job Number: Optional job reference number
  • Notes: Any special instructions or context
5

Create Inspection

Click Create Inspection. The system will:
  1. Create the inspection record
  2. Automatically generate the main form fill based on the template
  3. Create additional forms (Deficiencies, Additional Risers, Corrected Deficiencies)
  4. Auto-populate header information from property and customer data
Header auto-fill happens via HeaderAutoFillerService (see inspections_controller.rb:152).

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Understanding Inspection Status

Each inspection has a status that tracks its lifecycle:
StatusDescriptionActions Available
PendingInspection scheduled but not startedEdit, Start, Delete
In ProgressInspection is being performedContinue filling form, Complete
CompletedInspection finished, PDF generatedView report, Send email, Re-open
CanceledInspection was canceledView only, Delete

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Update Inspection Status

To change an inspection’s status:
  1. Go to the inspection detail page
  2. Click the status badge or Update Status button
  3. Select the new status
When an inspection is marked as “Completed”, the system automatically triggers deficiency transfer to the property record (see inspection.rb:17 and inspections_controller.rb:181).

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View Inspection Details

The inspection detail page (inspections_controller.rb:33-48) shows:
  • Property Information: Customer name, property address, contact details
  • Inspection Metadata: Date, technician, system/interval categories
  • Form Status: Main form and additional forms with completion indicators
  • Statistics: Pass/Fail/N/A counts from the main form (see form_fill.rb:726-750)
  • Actions: Fill forms, generate PDF, send report, update status

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Working with Multiple Forms

Each inspection includes several forms:

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Main Inspection Form

The primary form based on your selected system and interval template. This is where you record inspection findings.

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Additional Risers Form

For documenting extra risers or systems beyond the main inspection scope (see inspections_controller.rb:123-135).

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Deficiencies Form

Automatically compiled from “Fail” items in the main form (see inspections_controller.rb:109-121).

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Corrected Deficiencies Form

Used during follow-up inspections to verify corrections have been made (see inspections_controller.rb:137-149).
All forms are created automatically when you create the inspection. Just click on each form to fill it out.

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Filter and Search Inspections

On the main inspections list (inspections_controller.rb:12-31), you can filter by:
  • Status: Pending, In Progress, Completed, Canceled
  • Customer: Show inspections for a specific customer
  • Date Range: Find inspections within a time period
1

Set Filters

Use the filter controls at the top of the inspections list.
2

Apply Filters

Click Filter or Search to update the results.
3

Clear Filters

Click Reset or Clear Filters to show all inspections.

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Calendar View

The calendar view provides a visual overview of scheduled inspections.
1

Navigate to Calendar

Click Inspections > Calendar in the main menu (see inspections_controller.rb:199-248).
2

Browse by Month

Use the left/right arrows to navigate between months.
3

View Daily Inspections

Click on any day to see inspections scheduled for that date. Each inspection shows:
  • Customer and property name
  • Assigned technician
  • Status indicator
4

Create from Calendar

Click on a date to create a new inspection pre-filled with that date.
The calendar includes technician statistics showing inspection counts per technician for the month (see inspections_controller.rb:216-219).

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Property Inspection History

View all inspections for a specific property:
1

Go to Property Details

Navigate to Properties and select a property.
2

View Inspections Tab

The property page shows:
  • Total inspections count
  • Completed vs pending counts
  • Upcoming inspections (within 3 days)
  • Full inspection history with pagination (see inspections_controller.rb:270-285)

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Edit or Delete Inspections

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Edit an Inspection

  1. Open the inspection detail page
  2. Click Edit Inspection
  3. Update the fields as needed
  4. Click Update Inspection
Editing system or interval categories will change which template is used for the main form. Existing form data may be affected.

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Delete an Inspection

  1. Open the inspection detail page
  2. Click Delete Inspection
  3. Confirm the deletion
Deleting an inspection also deletes all associated form fills, photos, and signatures (see inspection.rb:5). This action cannot be undone.

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Dashboard Overview

The inspections dashboard (inspections_controller.rb:250-266) provides:
  • Total Inspections: All-time count
  • Pending Inspections: Awaiting completion
  • Completed Inspections: Finished this month
  • Upcoming Inspections: Next 7 days
  • Recent Activity: Last 10 created inspections
Access it via Inspections > Dashboard.

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Best Practices

  • Schedule in advance: Create inspections ahead of time and assign technicians early
  • Use consistent naming: Follow your company’s job numbering conventions
  • Track status: Update status as you progress through inspections
  • Add notes: Include special access instructions or property-specific details
  • Review before completing: Check all forms are filled before marking as complete

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Next Steps

After creating an inspection:
  1. Fill out inspection forms with photos and data
  2. Mark the inspection as complete
  3. Generate the final report and send to the customer

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