Inspection Workflows allow you to create and customize digital inspection checklists that are completed during equipment check-in or check-out. These workflows help ensure consistent inspection procedures by guiding users through tasks such as recording machine hours, uploading photos, and verifying condition details. Once created, inspection workflows can be linked to specific categories so they automatically apply whenever equipment in that category is rented or returned.
How to Set Up:
- Navigate to Settings > General Settings > Options tab.
- Scroll down to the Admin Order section. Locate the Turn on/off order inspections setting and switch it to Yes.
- After turning this setting on, a new setting called Inspection Workflows will appear at the bottom of the Settings section in the left navigation bar. Click Inspection Workflows to open it.
- Once you’re on the Inspection Workflows page, click Create New to start setting up a new workflow.
- In the Create Inspection Workflow window, enter a name for your workflow. Then, under Inspection Type, select either Check-In Inspection or Check-Out Inspection.
- On the Inspection Checklist Task screen, toggle Enabled to turn on the checklist. Add a Header and any Instructions if needed, then click Add Checklist Item to create your yes/no questions (displayed as thumbs up/down during inspections). Example questions might include:
- Front
- Back
- Check the Required box if an item must be completed before continuing, then click Next.
- On the Machine Hours & Fuel Readings Task screen, ensure the task is Enabled. Add a Header and any Instructions if needed — this is where machine hours and fuel readings will be entered during inspections. Click Next to continue.
- On the Upload Media Task screen, ensure the task is Enabled. Add a Header and any Instructions if needed — this section allows you to upload photos of the equipment during the inspection.
- Under Media Sections, you can specify the angles or parts of the equipment that need to be photographed (for example: Front, Back, Left Side, Right Side). Click Save when finished.
- From the left navigation bar, go to Inventory, then select Categories.
- Click into the category that you want the inspection workflow to apply to.
- In the Category Setup page, select the inspection workflow you created from the Check Out Inspection Workflow and/or Check In Inspection Workflow dropdowns to apply it to this category. When finished, click Save Changes.
How to Use Inspection Checklists:
Once your workflows are linked to the appropriate products or categories, they’ll automatically appear on the order page. Staff can complete the inspection checklist, record readings, and upload photos directly within each order.
- Open an order that contains a product associated with an inspection workflow.
- Just below the View Order details, you’ll see the new Check Out Inspection and Check In Inspection options. Click Start to begin the inspection workflow.
- Review each checklist item and select the thumbs up or thumbs down response as appropriate. Once all required items are completed, click Next.
- Enter the current machine hours in the field provided, then click Next to continue.
- Click the + icon under each media section to upload the required photos (e.g., Front, Left, Right, Back). Once all required images are uploaded, click Save to complete the inspection.
6. Once all steps are completed, the inspection status will update to Complete, indicating that the check- out inspection has been successfully finished.