As discussed in the Inspections Overview article, the inspections area of the WillowTwin™ platform is a powerful tool that allows various teams to stay on top of their daily tasks, whether this is the routine monitoring of critical pieces of equipment to help prevent unexpected malfunctions and costly repairs, ensuring rooms are secure, cleaning is taking place and more.

While the completion of inspections is performed in the companion Command mobile app, users of the platform can review the status of in progress inspections as well as the historical results of past inspections. Users with Site Admin privileges or higher will also have the ability to create and edit inspections for their teams.

Creating Inspections

Two important pieces of information required for the creation of inspections must be in place before inspections can be created, these are Workgroups and Zones. Workgroups are accessed from the Admin area of the platform, whereas the Zones are created and edited in the Inspections area. 

Create and Edit Workgroups

Unlike tickets, inspections are assigned to workgroups rather than individual users. Any user who belongs to the assigned workgroup will then be able to access and complete the inspection from the Command mobile app. 

To create a new workgroup:

1. Click the menu button
2. Click Admin
3. Click the Users tab in the top center of the menu bar
4. Click the Workgroups sub tab
   1. A list of workgroups with their added users may appear below, if they have previously been created
5. From the Sites drop down, select the site the workgroup works in
   1. Although workgroups are site specific, users can be added to multiple workgroups if they work across multiple buildings
6. Click Add Workgroup
7. In the window that opens, from the Site drop-down, select the site for the workgroup
8. Click in the Name field to give the Workgroup a name
   1. Note: the name field will appear after a site has been selected from step 7
9. In the Users field, search for and select the users that should belong to the group
10. Click Save to complete the creation of the workgroup

Editing workgroups:

1. If not already in the workgroups area, follow steps 1-4 from the create a new workgroup instructions above
2. Click on the Workgroup name
3. Click the Name field, then edit the workgroup name if needed
4. Users
   1. Remove users by clicking the X to the right of their name
   2. Add new users by clicking into the blank field at the bottom of the list of users, then search for and select new users to add
5. Click Save to save any changes
6. Alternately, to delete a workgroup, click the Delete workgroup button

Create and Edit Zones

Another requirement for the creation of inspections is to ensure Zones have been created. These could be general areas within the building or groupings for assets that are related to our inspections. Examples could include: mechanical rooms, floors, or general groupings of equipment such as: Floor 11 air handling units.

Adding Zones

1. Click the menu button
2. Click Inspections
3. Click the Zones button at the top of the screen
   1. Any already created zones will be listed below
4. Click the Add Zone button near the top right
5. In the window that opens, click the Name field and add a name for the zone
6. Click Save to complete the creation of the zone

Editing a Zone

1. If not already in the zones area, follow steps 1-3 from the create a zone instructions above
2. Click the 3 dots on the far right of the zone row 
3. Click View Zone
4. Click in the Name field and edit the zone name as needed
5. Click Save to complete the editing of the zone

Create Inspections

With zones and workgroups now created, users will have important pieces of information required to complete the creation of new inspections. 

Creating Inspections:

1. Click the menu button
2. Click Inspections
3. Click the Zones button at the top of the screen
4. Click on the Zone the inspection is related to
5. Click Add Inspection near the top right, a new window will open on the right
6. Select the floor where the inspection will take place from the Floor drop down field 
7. Search for and select the asset or room the inspection is required for in the Asset field
8. The Name field will automatically populate with the asset or room name from the Asset field. Edit or overwrite the name field to concisely identify what the inspection is in regards to
9. Identify the date and time the first inspection should occur in the Start Date & Time field
10. If applicable enter the end date and time for the inspection in the End Date & Time field, this is optional
11. If the inspection is recurring, enter in hours how often the inspection should occur in the Frequency field
12. Click the Add Check button to begin adding the specific inspection points users will be looking at
13. Add a name for the check in the Title field, make sure its clear and concise as to what is being checked
14. Select the Type of check, the configuration required for the checks will vary depending on the type, but are described below:
    1. Numeric, allows a user to enter a numeric value
       
       1. Enter the unit of what is being checked in the Value field
          1. Examples could include: PSI if someone is recording a pressure reading, voltage, litres, etc.
       2. In the Decimals field, enter a number for how many decimal points the number should be recorded to
       3. Min and Max, these are optional values, but can be used to identify an optimal threshold that the numeric value would typically fall between. Inspection results with a value outside of these thresholds can generate an insight
       4. At the bottom, check the 'Also generate an insight for this check?' if an insight should be generated for this check
    2. Total, allows a user to enter a numeric value
       1. Enter the unit of what is being checked in the Value field
          1. Examples could include: PSI if someone is recording a pressure reading, voltage, litres, etc.
       2. In the Decimals field, enter a number for how many decimal points the number should be recorded to
       3. At the bottom, check the 'Also generate an insight for this check?' if an insight should be generated for this check
    3. List, allows a user to select a value from a list
       1. In the Selections field, enter the name or value for the first list option
       2. Hit enter, then add the next list name or value
       3. Repeat step 2 until the list is complete
       4. At the bottom, check the 'Also generate an insight for this check?' if an insight should be generated for this check
    4. Date, allows a user to enter a date value
       1. At the bottom, check the 'Also generate an insight for this check?' if an insight should be generated for this check
15. Once a check type has been added, click Save and repeat steps 9 - 12 to add additional checks as needed

Adding Dependencies

Users will notice, after adding a List checks, a new field will appear in the configuration window named Dependency; this can be used to nest one or more additional checks into the inspection.

For example, if we had a check asking if a door was locked, with yes or no as the list options, we can configure another set of checks to appear only if yes is selected. If no was selected, it would by-pass those other checks and continue with the remainder of the inspection.

To add dependent checks:

1. Select the list check from the Dependency drop-down field
2. In the Value field, select the list value that must be selected for the check to appear
3. Click Save to add the check, repeat for any additional checks that should be dependent on any list check type.

Inspection Order

If there are multiple inspections for the zone, you can change the order of appearance in the main Zone panel view. 

Each inspection will be listed in this window, on the far right are up and down arrows which can be used to change the order of the list. Click the up or down arrow to adjust as needed.

Editing an Inspection

To edit any of the details of inspection or the checks for an inspection

1. From the list of inspections, find the inspection, then click the 3 dots on the far right
2. Click Inspection Settings
3. An Inspection window will open on the right
   1. Edit the inspection details as needed
   2. Click on any of the checks to edit as needed

Site Notifications for Inspections

The final piece of configuration that may be setup is the identification of a Workgroup to receive a daily email summary of the previous day's inspections. 

1. Click the menu button
2. Click Admin
3. Click the Portfolios tab in the menu bar at the top of the screen
4. Click the appropriate portfolio card from the list (if there is more than 1)
5. From the window that opens, click Manage Sites
6. From the list of buildings, click the building you are configuring the site notifications for
7. From the window that opens, scroll down to Site Notifications
8. Click the Inspections (Summary) drop-down field, then select the workgroup that should receive the notifications
9. Click Save to save your changes