Inspection Form Rules and Automation Follow

Overview

Managing inspections can be complex, but IntelliShift's inspection rules and automation features simplify the process by automating key workflows and ensuring compliance. These features allow you to streamline issue tracking, enforce inspection requirements, and customize forms to fit your fleet's needs. By automating notifications, operator assignments, and issue resolutions, you'll reduce manual effort, improve accountability, and ensure your fleet stays safe and operational.

In this article, learn more about inspection form rules that help automate and ease the stress of inspections.

Table of Contents

• View an Inspection Form
• Inspect Form Rules and Automation Overview (Video Walkthrough)
• Inspect Form Rules and Automation
• Inspection Component Rules and Automation

View an Inspection Form

To view Form Builder, follow these steps:

1. In the left-hand navigation, select the "Inspect” service module.
2. In the top navigation, select "Form Builder"
3. To the right of the form name, select the arrow icon to view the form.

Please note, some forms will display a grayed out trash can icon. These forms cannot be edited as they are IntelliShift templates. However, you can duplicate them to create a copy of the form and edit as needed. Learn more about creating forms in our help center article "Create an Inspection Form."

Inspection Form Rules and Automation Overview

Watch the following video to learn more about inspection form rules.

Inspect Form Rules and Automation

Within the Rules (1) section of a form, you can:

• Enable "Compliance Template" (2)
  • This enables users the ability to mark check points as "Out of Service Failure." This will provide a notification to the operator at the end of submitting an inspection if an out of service failure was identified. (Learn more about "Out of Service" check points below within "Inspection Component Rules")
  • This will provide tracking on the resolution of the issue. The reported issue will display as "Pending Resolution." Once the Issue has been resolved it will display a stage of "Pending Verification," and once the operator has signed, it will display "Verified."
  • If an issue has been found on a compliance template, the operator will be required to "Mark the issue as Not Resolved," or sign off verifying that the repairs have been made.
• Enable "Create Issues on Checkpoints" (3)
  • If this is enabled, when an issue is reported on an inspection, the issue will be created as the checkpoint rather than the component.
    • Think of component as "Under the Hood", where you checkpoints would be "Oil Level", "Engine", and "Belts". If the issue is being created on checkpoints, and there was an issue with Belts, the issue name would be Belts, rather then "Under the Hood".
• Enable "Inspection Required" (4)
  • If this is enabled, the user can set parameters to define a "Missed Inspection" based on movement to and from a landmark (e.g., Company Locations), on a fixed scheduled (e.g., yearly), or by ignition status (e.g., on/off). Grace periods can also be set up. 
    • Movement: This requires the inspection by movement in or out of a landmark or landmark category.
    • Fixed Schedule: This requires the inspection on a fixed schedule such as weekly, monthly, or annually.
    • Ignition On/Off: This requires the inspection based on the ignition turning on or off. Please note, you must define a grace period for this requirement. You may require a duration, miles driven, or both. If you define both, both requirements must be satisfied before a missed inspection will be triggered.
  • When the parameter is met, the inspection will be considered missed, and the inspection will be listed as missed within the "Missed Inspections" view.
  • Users can also choose to set up a "Missed Inspection Alert" (Telematics > Alerts) so that individuals (user/operator) will receive a email or text alert.
• Enable "Block Inspections for Ongoing Issues" (5) (Please note, this option will only display if "Inspection Required" is enabled.)
  • If enabled, this blocks operators from starting a new inspection on an asset with unresolved issues. If the operator attempts to conduct a new inspection, they will be alerted to an unresolved issue on the asset and that they should choose another asset to operate.
• Choose an "Operator Assignment Rule" (6)
  • Users are able to create a flow in which when the Inspection of a particular template is completed, the operator completing the inspection would be assigned to the Asset, or unassigned from the asset.

Inspection Component Rules and Automation

A component is a group of check points within an inspection form. For example, a component may be "Engine Compartment" while the check points contained within it are "Belts and Hoses" and "Alternator." 

Within a form Component, you can:

• Enter a component title (1)
  • Think of component as "Under the Hood", whereas check points are "Oil Level", "Engine", and "Belts".
• Create new check points (2)
  • Think of component as "Under the Hood", whereas check points are "Oil Level", "Engine", and "Belts".
  • Click the blue + icon next to "Check Points" to create a new check point and name it. Please note, you may only have six total checkpoints. Once six have been created, this icon will no longer display.
• Add a check point name (3)
  • For example, "Oil Level."
• Select the check point type (4)
  • Checkbox: Allows the operator to select either "Pass" or "Fail." (Please note, this selection allows check point dependency questions. In other words, you can create a follow up question upon passing or failing.)
  • Photo: Allows the operator to take a photo of the check point (Please note, the operator will not be allowed to access the phone's photos. This option will only allow the operator to use their device's camera to take a photo. This ensures all photos accurately represent the time of the inspection.)
  • Mileage: Records the mileage of the asset being inspected
  • Numeric: Allows the user to enter a numeric value for the check point item
  • Alphanumeric: Allows the user to enter a text value to the check point item
  • Signature: Require an operator Signature confirmation 
• Choose check point rules and automation (5)
  • Alert on Failure: This will send an email-based alert to the designated recipients within the form's "Alert Recipients" tab.
  • Out of Service Failure: If a checkpoint has been marked as an "Out of Service Failure," the operator will get a notification at the end of the inspection that they should not operator this asset. (Please note, this will only display if the "Compliance Template" is enabled in the form rules.)
  • Is Required: This requires the check point to be answered. The operator cannot submit the inspection without completing all required check points.
• Add check point dependencies (6)
  • Click the blue + icon next to the specific check point to create a new dependency and name it. Select the dependency type.
  • This option is only available for the "Checkbox" question type and presents additional questions to the operator upon a check point passing or failing.
• Add the check point dependency name (7)
• Delete a check point (8)
• Select a component icon (9)
  • Please note, this is required. You cannot save your component until this is selected.

Learn more about creating forms within the "Create an Inspection Form" article.