Inspections

The instructions in this article relate to the Inspections screen. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

The Inspections screen has been designed from the ground up to record details of any inspections for the building, e.g. Workplace Health & Safety or Pest Inspections. 

From this screen, you can view, create, edit, and delete the following:

• Inspections
• Inspection Types
• Inspection Type Categories
• Inspection Report

Inspections Security Permissions

The Inspections screen and a couple of its features are managed by permissions in Security Setup.

• 'Inspections' controls access to the menu icon and screen.
• 'Inspection - Add/Edit Categories' controls if the user can manage Categories.
• 'Inspections - Add/Edit Types' controls if the user can manage Inspection Types.

Inspection Types

Inspections are viewed and managed by Inspection Type to ease the management of inspections and reporting. The various Inspection Types will be listed in the top half of the Inspections screen, and as each Inspection Type is selected, the Inspections for that type will be displayed in the bottom half of the screen. In turn, Inspection Types can be assigned a Category as well. See further below in this article for information on managing Categories.

Creating A New Inspection Type

This section explains how to create a new Inspection Type.

1. Search or select Inspections.
2. Click the Add/Edit Inspection Types button, and the Add/Edit Building Inspection Type window will open.
3. Click the Add Type button, and the New Inspection Type window will open.
4. Fill in the fields:
   • Type Name (mandatory): This will be for example 'Asbestos' or 'Pest Control'.
   • Frequency: Select from the drop-down menu.
   • Abbreviation Code (mandatory): This is a number that must start with a '6'. This is used by StrataMax internal database to manage the various Inspection Types across the entire portfolio. This must be unique per building.
   • Category (mandatory): Select from the drop-down menu. These can be managed using the instructions further down in this article.
   • Default Inspection: This is used for various reports throughout StrataMax and is not mandatory.
   • Next Planned: Choose from the drop-down calendar.
5. Click the Add/Edit Notes button to add, edit, or delete any notes associated to this Inspection Type.
6. Click the Accept button, and the Add/Edit Building Inspection Type window will close.

Editing an Inspection Type

This section explains how to edit an inspection record in the local building.

1. Search or select Inspections.
2. Click the Add/Edit Inspection Types button, and the Add/Edit Building Inspection Type window will open.
3. Click the Edit Inspection Type button, located on the far right, and looks like a pencil.
4. Amend any of the fields as required:
   • Type Name (mandatory): This will be for example 'Asbestos' or 'Pest Control'.
   • Frequency: Select from the drop-down menu.
   • Abbreviation Code (mandatory): This is a number that must start with a '6'. This is used by StrataMax internal database to manage the various Inspection Types across the entire portfolio. This must be unique per building.
   • Category (mandatory): Select from the drop-down menu. These can be managed using the instructions further down in this article.
   • Default Inspection: This is used for various reports throughout StrataMax and is not mandatory.
   • Next Planned: Choose from the drop-down calendar
5. Click the Add/Edit Notes button to add, edit, or delete any notes associated to this Inspection Type.
6. Click the Accept button, and the Add/Edit Building Inspection Type window will close.

Deleting an Inspection Type

This section explains how to edit an inspection record in the local building. Bear in mind if an Inspection Type is in use, it cannot be deleted, however it can be merged into another Inspection Type. See the next section below for information on how to merge Inspection Types.

1. Search or select Inspections.
2. Click the Add/Edit Inspection Types button, and the Add/Edit Building Inspection Type window will open.
3. Tag the Inspection Type to remove (it cannot be deleted if it is in use).
4. Click the Delete button.

Merging Inspection Types

This section steps through the process of merging two or more Inspection Types. This can be used where an Inspection Type is in use and needs to be removed, for example.

When using the function, the Inspection Types that are removed will have their properties such as frequency, default inspection, etc. changed to use the ones of the Inspection Type that is kept. In addition, notes in the Inspection Types that will be removed will also be transferred to the Inspection Type that is kept.

1. Search or select Inspections.
2. Click the Add/Edit Inspection Types button, and the Add/Edit Building Inspection Type window will open.
3. Tag each Inspection Type to merge.
4. Click the Merge button, and the Records Selection window will open, to select the Inspection Type that all other Inspection Types will be merged into.
5. Click OK and a Merge Inspection Types warning will appear. Click Yes to proceed with the merge.

Inspection Type Categories

Inspection Categories assist with managing Inspection Types and reporting. These can be created, edited, merged, and deleted (when not is use).

Add New Category

1. Search or select Inspections.
2. Click the Add/Edit Inspection Types button, and the Add/Edit Building Inspection Type window will open.
3. Click the Edit Categories button and the View/Edit Global Inspection Categories window will open.
4. Click the Add button and type in the Category Name, then click Save.

Edit a Category

1. Search or select Inspections.
2. Click the Add/Edit Inspection Types button, and the Add/Edit Building Inspection Type window will open.
3. Click the Edit Categories button and the View/Edit Global Inspection Categories window will open.
4. Click the Edit Category button (looks like a pencil) and make the required change in the New/Edit Category field, then click Save.

Delete a Category

Only Categories that are not in use can be deleted. Use the Merge function if Categories that are in use need to be removed.

1. Search or select Inspections.
2. Click the Add/Edit Inspection Types button, and the Add/Edit Building Inspection Type window will open.
3. Click the Edit Categories button and the View/Edit Global Inspection Categories window will open.
4. Tag the Category to remove (it cannot be deleted if it is in use).
5. Click the Delete button and click Yes when the warning appears.

Merge Categories

1. Search or select Inspections.
2. Click the Add/Edit Inspection Types button, and the Add/Edit Building Inspection Type window will open.
3. Click the Edit Categories button and the View/Edit Global Inspection Categories window will open.
4. Tag each Category to merge.
5. Click the Merge button, and click Yes when the warning will appears.
6. Type the name of the new Category in the New/Edit Category field, then click Save.

Managing Inspections

This section guides users through how to add new, edit and delete Inspections.

Add New Inspection

1. Search or select Inspections.
2. Select the required Inspection Type, and then click the Add New Inspection button.
3. Select the Overall Condition from the drop-down menu.
4. Select the Inspection Date from the drop-down menu.
5. Type in the Inspection Results (limited to 30 characters).
6. Type the Results Amount. This limited to 30 numerical characters and is formatted automatically.
7. Start typing the creditor/contractor name in the Inspected By field and the Account Code List window will appear for a creditor to be selected. Note in the top right, the Master Chart and Add New Creditor (green plus) buttons can be used if needed.
   • Only one creditor/contractor can be selected.
   • After the creditor/contractor has been selected, it can be edited or deleted from the inspection with the corresponding buttons in the top right.
8. Add an issue by clicking the Add New Issue button in the bottom right, and enter the details as required, including adding a document/image with then Add Document button. Click Save and Close when done.
9. Enter Follow Up Notes if necessary.
10. Enter Comments if necessary.
11. Enter Internal Notes if necessary.
12. Add Images and/or document using the Add Document button in the bottom right.
13. Inspection participants can be added by using the Select From Roll, Select Contact, and Create Contact buttons.
14. Once all field and section are populated as required, click the Save & Close button.

Edit an Inspection

1. Search or select Inspections.
2. Select the required Inspection Type, and then click the Edit Inspection (pencil) button.
3. Amend the details, fields, and section as required, then click the Save & Close button.

Delete an Inspection

1. Search or select Inspections.
2. Select the required Inspection Type, and then click the Delete Inspection (red X) button.
3. Read the Delete Inspection warning carefully and click the Delete button to proceed.

Inspection Report

This section explains how to use produce the Inspection Report/Register, which uses the Report Distribution interface. The report produced in this screen is limited to the local building, and uses the template available, named 'Inspections Register'.

Other alternatives include the Building Information Report, which also includes some inspection information. And a global report can also be produced with Inspection details and upcoming inspection dates for a single, multiple or all buildings using the Search Inspections screen.

1. Search or select Inspections.
2. Click the Inspection Report button, and the Inspection Register window will open.
   • Please refer to the Report Distribution article for more detailed guidance on how to use this window, such as changing the Distribution Method, adding reports and attachments, etc.