There are 3 main types of inspection forms for all systems. These are:
- Visual Inspection Form
- Sample Taken Form
- Visually Similar To Form
These forms can be generated on Excel by using either the “Import Job Data” or “Update Job Data” options from the Import Wizard.
The image above shows an example of what the Excel application could look like if all 3 of the main forms were chosen in the “Import Job Data” option.
1). Visually Similar To Form Sheet – This sheet is specifically for entering Visually Similar To Inspections for jobs
2). Visual Inspection Form Sheet – This sheet is specifically for entering Visual Inspections for jobs
3). Inspection Sample Form Sheet – This sheet is specifically for entering Sample Taken Inspections for jobs
4). Custom Form Field Columns – These are columns generated based off the configuration of the Inspection Form in the system (There are certain columns that are always generated)
To sync the data entered on the inspection forms, the required fields must be filled in. These are indcated by a green arrow head at the top left corner of a required cell. If these are not filled in Excel will throw an error similar to below:
It is possible to enter data for multiple jobs on one sheet. This is because the inspections are grouped by the “Job Reference Number” that must be entered for inspection forms.
From the picture above you can see that there are currently 3 rows of inspection data. However, there are only 2 different “Job Reference Numbers” (as indicated by the numbers 1 and 2). Assuming the data entered has no errors, if this form is synced then the data in row 1 will sync to one job and the other 2 inspections will sync to another job.
When entering data there is always the chance of human error i.e. mistyping a “Job Reference Number” or entering a “Sample Number” that does not exist. With the Excel Add On there are checks in place to prevent any data containing errors to sync with the system.
The above image shows the error message that appears when a “Job Reference Number” is entered into the form and it does not exist in the system.
Other checks performed on sync are very similar to the checks on the JMS application. E.g. duplicate inspection numbers are not allowed (within a property), duplicate locations are not allowed (within a property) etc.