Create Actions from Inspections

Create an action directly during an inspection to address issues, assign follow-up tasks, or trigger maintenance work without leaving the inspection flow.

Before You Start

• You need access to the Inspections module
• You need permissions to create actions
• The inspection template may have action creation configured as a trigger for certain answers

Why Create Actions from Inspections

When you identify an issue during an inspection, creating an action immediately ensures:

• The problem is documented and assigned before you forget details
• The action is automatically linked to the inspection for traceability
• Supervisors have visibility into issues found and follow-up status
• No separate step is needed after completing the inspection

Steps

Step 1: Identify the issue during inspection

1. While executing an inspection, reach a question where you identify a problem
2. Depending on template configuration, action creation may be triggered automatically or available as an option

[Screenshot: Inspection question with "Create Action" button or trigger visible]

Step 2: Open the action creation form

1. Click Create Action or Create Ticket
2. A form opens with fields to define the corrective action

Step 3: Complete the action details

Fill in the following fields:

Field	Description
Name	Brief title describing the issue or task (e.g., "Repair leak on conveyor belt")
Description	Detailed explanation of the problem and what needs to be done
Category	Select the category (Maintenance, Plumbing, Electrical, etc.)
Priority	Set urgency level: None, Low, Medium, or High
Assigned To	Select the user or team responsible for the action
Due Date	Set the deadline for completion
Location	Select where the work needs to be performed
Asset	Link the related equipment if applicable
Provider	Select external provider if applicable

[Screenshot: Action creation form showing key fields completed]

Step 4: Add supporting information

1. Upload Multimedia (photos/videos) to document the current condition
2. The Linked Inspection field is automatically populated with the current inspection

[GIF: Adding a photo to the action from within the inspection]

Step 5: Configure notifications (optional)

1. Enable Receive notifications if you want updates on the action's progress
2. This keeps you informed as the assigned person works on the issue

Step 6: Submit the action

1. Review all entered information
2. Click Submit to create the action

The action is now created and assigned. The responsible person receives a notification, and the action appears linked to this inspection.

Step 7: Continue the inspection

1. After creating the action, you return to the inspection flow
2. Continue answering the remaining questions
3. Create additional actions for other issues as needed

Viewing Linked Actions

After completing the inspection:

1. Open the inspection detail view
2. Linked actions appear in the inspection record
3. Click on an action to view its current status

Supervisors can also see all actions created from inspections when reviewing completed inspections.

Tips

• Take photos before creating the action — they provide valuable context for the person assigned
• Use clear, specific names that describe the issue, not just "Problem found"
• Set realistic due dates based on priority and team capacity
• For urgent issues, set priority to High and assign to someone currently on shift

Example

During a sanitation inspection, you find a damaged seal on a refrigeration unit:

Field	Value
Name	Replace damaged door seal - Refrigeration Unit #4
Description	Rubber seal on lower door is cracked and allowing cold air to escape. Unit running longer cycles to compensate.
Category	Maintenance
Priority	High
Assigned To	Maintenance Team
Due Date	Tomorrow
Location	Cold Storage Area
Asset	Refrigeration Unit #4
Multimedia	Photo of damaged seal
Linked Inspection	Sanitation Inspection #1052

The maintenance team receives notification and can see the photo and inspection context when they start the repair.