Adding and Managing Inspection Records in Scribe Allotments

How to Add an Inspection Record

1. Navigate to Inspection Record:

   • Navigate to Tenants from the main menu.
   • Locate the specific Tenant for which you want to add an inspection. Click on the three vertical dots at the end of the record and then Add Inspection from the options available.

2. Fill in Inspection Details:

   • Choose an assignee for the inspection - the person undertaking the inspection.
   • The plot and start date fields will pre-fill based on your selection.
   • Set a due date for any necessary follow-up actions.
   • Update the status of the inspection (options include 'To Do', 'In Progress', etc.).
   • Use the description field to add any further details relevant to the inspection. This information will be included when communicating with the tenant.

3. Allotment Inspection Checklist

   • The questions listed will come from the inspection checklist assigned against the plot. The default is 'Allotment Inspection' but a custom checklist can be created by going to Setup → Inspection Forms. 
   • Respond to the questions about the plot’s condition, selecting 'Yes' or 'No'.
   • Determine and record whether the inspection has Passed or Failed or is to be Monitored.

4. Attach Files

   • Attach any relevant files, for example photos of the plot.

5. Complete the Record:

   • Click Add to save the new inspection record.

Viewing and Updating Inspection Records

• To view or update an existing inspection record, click the menu option Inspections.
• To modify the record, click on the three vertical dots next to the inspection entry and select Edit. From here, you can change the inspection status and update details as required.

Communicating Inspection Results

1. Sending an Email to the Tenant:
   • From the inspection record, select the three vertical dots and choose Send Email.
   • The 'To' field auto-fills with the tenant’s email. If no email is present, you'll need to add one. To modify the email address, navigate to CRM → All Contacts.
   • Include CC and BCC recipients if needed.
   • Select a 'Reply to' email address from your account's available emails.
   • The email will use a default template which you can edit to include specific details about the inspection results and any necessary follow-up actions.
   • Click Send to dispatch the email.
2. Download the Document
   • If preferred, the inspection record can be downloaded as a PDF or Word Document. Select the three vertical dots and choose Download Document.
   • Scroll to the bottom of the page and click either Export to PDF or Export to Word. The document will be created.

Deleting & Archiving Inspections

• If an inspection has been created in error or with the wrong information it can be deleted. Click the three vertical dots and select Delete. Scribe will ask you to confirm this action which cannot be undone.
• An inspection can be archived, for example once completed. This will retain the record but it will no longer show in the default list. To do this click the three vertical dots and select Archive. Scribe will ask you to confirm this action. Alternatively, to archive records in bulk click Actions and then Archive Records. Tick all those you wish to archive and click the orange Archive button. 
• Archived records can be viewed using the Filter. Tick View Archived Records and then Search and Filter. 
• To restore an archived record click the three vertical dots and then select Add to Inspections. Confirm the action and then the archive flag will be removed and it will reappear in the default list. 

Generating and Managing Notices from Inspection Records

1. Generate a Notice:

   • Go to Inspections, find the relevant inspection record, click the three vertical dots, and select Generate Notice.
   • Set a due date and fill in the required actions in the 'Description' field.
   • Click Add to save the notice.

2. Viewing and Updating Notices:

   • Access notices by selecting Notices in the menu. 
   • To update a notice, click on the three vertical dots next to it and choose Edit to modify the status or details as necessary. Click Save to record any changes. 

Communicating Notices

1. Sending an Email to the Tenant:
   • From the notice record, select the three vertical dots and choose Send Email.
   • The 'To' field auto-fills with the tenant’s email. If no email is present, you'll need to add one. To modify the email address, navigate to CRM → All Contacts.
   • Include CC and BCC recipients if needed.
   • Select a 'Reply to' email address from your account's available emails.
   • The email will use a default template which you can edit to include specific details about the inspection results and any necessary follow-up actions.
   • Click Send to dispatch the email.
2. Download the Document
   • If preferred, the notice can be downloaded as a PDF or Word Document. Select the three vertical dots and choose Download Document.
   • Scroll to the bottom of the page and click either Export to PDF or Export to Word. The document will be created.

Deleting & Archiving Notices

• If a notice has been created in error or with the wrong information it can be deleted. Click the three vertical dots and select Delete. Scribe will ask you to confirm this action which cannot be undone.
• A notice can be archived, for example once the required actions have been completed. This will retain the record but it will no longer show in the default list. To do this click the three vertical dots and select Archive. Scribe will ask you to confirm this action. Alternatively, to archive records in bulk click Actions and then Archive Records. Tick all those you wish to archive and click the orange Archive button. 
• Archived records can be viewed using the Filter. Tick View Archived Records and then Search and Filter. 
• To restore an archived record click the three vertical dots and then select Add to Inspections. Confirm the action and then the archive flag will be removed and it will reappear in the default list. 

This process ensures that all inspections are recorded, managed, and communicated efficiently, helping maintain high standards across your allotment management responsibilities.