Inspections

Inspections record the physical condition of one or more individually tracked assets against a reusable checklist. Scheduling, field entry, submission, and review are separate stages.

#Inspection lifecycle

Scheduled → Submitted → Reviewed

A Scheduled or Submitted inspection can instead be Cancelled.

#Schedule an inspection

1. Create the required template in Inspection Checklists.
2. Open Asset Management > Inspections.
3. Select Create Inspection.
4. Choose the checklist.
5. When your organization has business units, check the Business unit (shown only with business units; it starts with the unit chosen in the header, then follows the owning business unit every selected asset (and, on a transfer, every bulk item) shares, until you choose one yourself; choose your organization (main business) for none). A document of a unit that is, or sits under, a separate legal entity is numbered in that entity's own sequence and shows its prefix (PH-7).
6. Optionally enter a scheduled date.
7. Optionally assign the inspection to a user.
8. Search for and select one or more individual assets — typing narrows the list by name or code, and typing or scanning the exact asset code and pressing Enter (or completing the scan) adds that asset directly.
9. Add notes and save.

The inspection starts as Scheduled. Every selected asset immediately changes to Under Inspection, including when the scheduled date is in the future.

When your organization has business units, the list shows each document's Business unit and starts with the unit chosen in the header; the funnel icon opens a filter with Business unit. The number shows the legal entity's prefix when there is one (PH-7). The profile shows the Business unit, with its legal entity in brackets when that is another unit. A document's business unit is set when it is created and does not change.

#Record inspection results

For every asset in the inspection:

1. Open the Scheduled inspection.
2. Choose the overall condition:
   • Excellent
   • Good
   • Fair
   • Needs Service
   • Damaged
   • Unusable
   • Lost
3. Add an overall note where useful.
4. Mark every checklist checkpoint Pass or Fail.
5. Add a checkpoint note for defects, exceptions, measurements, or follow-up details.
6. Repeat for each asset.
7. Submit all results when the inspection is complete.

Submission changes the inspection to Submitted. Assets remain Under Inspection until review.

#Review an inspection

1. Open the Submitted inspection.
2. Review each condition, note, and checkpoint result.
3. Confirm the results are complete and accurate.
4. Select the review/approval action.
5. Confirm the review.

OCTO Ops records the reviewed condition and last-inspected information on each asset, then applies the current status mapping:

#Cancel an inspection

1. Open a Scheduled or Submitted inspection.
2. Select Cancel and confirm.

Selected assets that are still Under Inspection return to Available. If another action has already changed an asset's status, cancellation does not overwrite that newer state.

#Errors you may see

#Current limitations

• There is no recurring inspection scheduler.
• Inspection results do not currently accept per-checkpoint photo attachments.
• A submitted inspection cannot be sent back for correction; verify it before submission and review.
• Bulk quantity groups cannot be inspected as individual units.