Editing a single inspection

Open a single inspection by clicking its number in the inspection list. From there you edit its parameters, change its status, add notes, manage observers, create a related ticket, download the report, and work with its tabs. What you can see and do depends on your permissions, summarised in the table at the end.

To edit a single inspection, click its number in the inspection list.

You can manage labels both from the inspection list and the inspection editing view. Click the

icon above the workflow axis to pin labels to the inspection. Labels can be set to private, restricting visibility to the creator, or public, making them visible to all users with inspection editing permission. Pinning a specific label to an inspection may trigger a workflow configured in the system, such as changing the inspection status or updating the person responsible.

Access to edit ticket parameters in the Inspections module is restricted to users with the Edit permission. You can set the permission in the User/Permissions unit, Inspection - Inspections section.

The application settings below control what you can still change on an inspection, for example locking it once it is closed. The first column is the section where the setting lives, the second is its name, and the third explains what it does.

If an option described here is unavailable, contact whoever manages application settings in your organization.

Click the Inspection cycle button to view the inspection definition.

To add a note to the inspection, click the Note button. The Visibility, Description, and Next step fields are always required, while attaching a file is optional. The button needs the Edit permission in the Inspection section together with PostAdd in the Ticket section, and it is unavailable once the inspection is Closed or Cancelled.

Comments added with the +Comment button in the Equipment and Tasks tabs behave differently – they can be deleted.

A note's visibility can be set to one of the types below. The first column is the note type, and the second explains who can see it.

To enable access of external users to internal and private notes, you must change their permissions profile. Access to internal notes does not apply to the tenant role.

Who can add and manage notes depends on the permissions below. The first column is the Admin module section, the second is the permission name, and the third explains what it grants.

The application settings below change how notes behave, for example whether external services see public notes or whether internal notes appear in the report. The first column is the section, the second is the setting name, and the third explains what it does.

If an option described here is unavailable, contact whoever manages application settings in your organization.

Click the Edit button to edit the inspection parameters, such as:

The Summary is visible for inspections with a status Done or Closed, but only if it was entered during the status change. It appears in both the inspection report and the inspection view.

The ability to change the inspection date and duration is available only to users with the ChangeDate permission. You can set the permission in the User/Permissions unit, Inspection - Inspections section. On an inspection that belongs to a service contract the Inspection date field is not shown at all, because the contract sets the date.

You can change an inspection's status when needed. The table below lists every available status: the first column is the status, and the second explains what it means.

Click the Status button to change the inspection status. You can also edit the status from the workflow axis in the inspection view. You can use the following options:

To add your signature, enter your name and sign using a touchpad or mouse. You can also save your signature as a default and use it later by clicking the Add Profile Signature button. To set up your signature, go to User Settings in the dropdown menu next to your username in the top-right corner of the application.

The Status button is greyed out when there is no status you are allowed to set right now. Two things decide that: the permissions you hold, and whether the inspection itself currently allows a transition. The workflow axis follows the same rule, showing only the statuses the inspection has already been through plus the ones you may set now, so an inspection that allows nothing shows a single status.

Each status has its own condition:

If one inspection offers the statuses and another does not while you work under the same account, the difference is the inspection, not your permissions. Open the Equipment or Tasks tab of the one that offers nothing and finish the outstanding answers.

Who can change an inspection's status depends on the permissions below. The first column is the Admin module section, the second is the permission name, and the third explains what it grants.

If an action or tab is unavailable, contact whoever manages permissions in your organization.

A tenant user set as the Responsible party changes the status under a separate rule: they need the StatusEdit permission in the Inspection section, they can only move their own inspection, and the TenantsResponsibleForInspections application setting has to be on. That setting is not visible in Application settings. Contact SINGU support.

The application settings below decide what is required before an inspection's status can change, for example a visit or a report before it can be closed. The first column is the section, the second is the setting name, and the third explains what it enforces.

If an option described here is unavailable, contact whoever manages application settings in your organization.

The Create related ticket option appears in the status window when you change the status to Done or Closed. To create a ticket, select the checkbox next to the Create related ticket before saving the status change. The Create related ticket option links the ticket to the entire inspection.

You can also create a linked ticket for a specific task.

Creating the ticket needs the Create permission in the Ticket section together with Edit in the Inspection section. You can set both in the User/Permissions unit. A separate permission, LinkedTicketView in the Ticket section, controls whether you see the Linked tickets parameter and the tickets already created.

Click the Report button to display options related to the inspection report. You can use the following features:

Only users with the Report permission can download the report. You can set the permission in the User/Permissions unit, Inspection - Inspections section. Uploading a report scan needs that permission together with Edit in the Inspection section.

The enabled InspectionReportAfterClose application setting prevents the generation of an inspection report if the inspection is not closed. You can activate this setting in the Application settings submodule, Tickets section.

In the History tab, you can find information about any actions related to the inspection.

Hover over the envelope icon to see a list of users notified via email about the note. The system sends notifications to users assigned to the Responsible party and Observers. The inspection owner, who is not the author of the note, also receives a notification.

In the Information tab, you can find details about the inspection, such as:

Observers are individuals to whom you can grant or revoke access to notifications about updates to the inspection. Click the Manage observers button to add or remove observers.

Who can add and manage observers depends on the permissions below. The first column is the Admin module section, the second is the permission name, and the third explains what it grants.

The Equipment and Tasks tabs contain tasks that must be completed by the person conducting the inspection. The checklist can be displayed under each piece of equipment in the Equipment tab or the Tasks tab. For the checklist visible in the Tasks tab, when several pieces of equipment are added, confirm the completion of all tasks in the Task done column in the Equipment tab. Where the checklist sits is decided when the inspection definition is created. It depends on whether you choose to track inspection progress per equipment or per task for each piece of equipment.

You can view the Name, Serial No., or Inv. No. of the equipment to be inspected.

The +Comment and +Ticket buttons allow you to add comments and linked tickets to each piece of equipment and specific tasks.

To remove a comment, open it again with the +Comment button and click Delete comment. For a task comment, the photos attached to the comment are removed together with the comment text. Deleting a comment requires the Edit permission (Inspection - Inspections section), the same permission that is required to add it.

Which of the Equipment and Tasks tabs you see, and what you can do there, depends on the permissions below. The first column is the Admin module section, the second is the permission name, and the third explains what it grants.

If an action or tab is unavailable, contact whoever manages permissions in your organization.

The Visits tab is dedicated to external service providers or technicians performing the inspection. The tab provides information about the inspection date, materials used, and activities completed as part of the inspection.

You can manually enter actions not defined during system configuration. Select the Other option in the Action field.

Seeing and using the Visits tab depends on the permissions below. The first column is the Admin module section, the second is the permission name, and the third explains what it grants.

If an action or tab is unavailable, contact whoever manages permissions in your organization.

Visits are also locked once the inspection is Closed or Cancelled and the InspectionLockAfterClose application setting is enabled, whatever permissions you hold.

The Cost tab allows you to enter additional costs related to the inspection, not associated with actions.

Seeing and using the Cost tab depends on the permissions below. The first column is the Admin module section, the second is the permission name, and the third explains what it grants.

If an action or tab is unavailable, contact whoever manages permissions in your organization.

The Inventory tab works with the virtual warehouse in Singu FM. The table below lists the options it offers: the first column is the option, and the second explains what it does.

Seeing and using the Inventory tab depends on the permissions below. The first column is the Admin module section, the second is the permission name, and the third explains what it grants.

The inspection editing view shows icons that give extra details or actions. The table below explains each one: the first column is the icon, and the second explains what it means or does.

The actions and tabs described above depend on the permissions below. The first column is the Admin module section where the permission lives, the second is its name, and the third explains what it unlocks.

Why is the Status button greyed out, or why don't I see Done and Closed?

The Status button is greyed out when no status change is currently allowed. Changing any status needs the Edit permission in the Inspection section together with Close in the Ticket section. Even with both, Done and Closed stay out of the list until the checklist is complete, so an inspection with unanswered tasks offers nothing to pick and its workflow axis collapses to a single status. Open the Equipment or Tasks tab, finish the outstanding answers, and the statuses appear. If the same account shows the statuses on a different inspection, the checklist is the difference, not the permissions.

Why can't I edit an inspection?

You cannot edit an inspection without the Edit permission in the Inspection section, and it also requires Edit in the Ticket section. If the fields are read-only, you are missing one of these; contact whoever manages permissions in your organization.

Why don't I see the Cost, Visits, or Inventory tab?

Each tab is unlocked by its own permission: the Cost tab needs CostView, the Visits tab needs VisitView, the Tasks tab needs TaskView, the Equipment tab needs AssetAccess plus the Asset management module, and the Inventory tab needs ServiceWarehouseAccess together with Inventory/DocumentView. Permissions are not the only reason a tab is missing: the Cost, Visits, Equipment and Tasks tabs are also hidden while they are empty, so a tab you hold the permission for appears as soon as the inspection has a cost, a visit, a piece of equipment or a task.

Why can't I see inspections that are not mine?

You cannot see other people's inspections without the ShowOtherPeopleCases permission in the Inspection section, which is separate from the ticket one. To see inspections handled by your department, you need ShowMyDepartmentCases in the Inspection section. Without either, the list shows only inspections you are involved in.

Can I delete an inspection?

No, you cannot delete a single inspection; Singu keeps the full history. To take one out of active work, cancel it, which sets its status to Cancelled and needs the Cancel permission in the Inspection section. The inspection stays on record.

How do I create a ticket from an inspection?

To create a ticket from an inspection, use the related-ticket action, which needs the Create permission in the Ticket section together with Edit in the Inspection section. The new ticket is linked to the inspection so the two stay connected.

Why do I see status buttons on one inspection but not on another?

The list of available statuses is built per inspection, so two inspections in the same module can offer different options. Besides permissions, four conditions decide it:

• Done stays hidden until every checklist task is complete, unless you hold CloseWithoutChecklistTasksDone (Inspection section).
• Done also stays hidden when your deployment requires linked tickets for damaged equipment and those tickets do not exist yet.
• Closed needs the Close permission (Inspection section), and in instances that require a protocol, an uploaded protocol as well.
• Cancelled needs Cancel, and reopening a Done inspection needs ReopenDone.

If the Status button does not appear at all, the Close permission in the Ticket section is missing. If the button is there but one status is not on the list, the cause is one of the conditions above, not permissions.