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
- Create the required template in Inspection Checklists.
- Open Asset Management > Inspections.
- Select Create Inspection.
- Choose the checklist.
- Optionally enter a scheduled date.
- Optionally assign the inspection to a user.
- 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.
- 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.
Scheduling is an operational status change, not merely a calendar entry. Avoid including an asset that must remain Available or Reserved until a later date.
Record inspection results
For every asset in the inspection:
- Open the Scheduled inspection.
- Choose the overall condition:
- Excellent
- Good
- Fair
- Needs Service
- Damaged
- Unusable
- Lost
- Add an overall note where useful.
- Mark every checklist checkpoint Pass or Fail.
- Add a checkpoint note for defects, exceptions, measurements, or follow-up details.
- Repeat for each asset.
- Submit all results when the inspection is complete.
Submission changes the inspection to Submitted. Assets remain Under Inspection until review.
Review an inspection
- Open the Submitted inspection.
- Review each condition, note, and checkpoint result.
- Confirm the results are complete and accurate.
- Select the review/approval action.
- Confirm the review.
OCTO Ops records the reviewed condition and last-inspected information on each asset, then applies the current status mapping:
| Reviewed condition | Resulting asset status |
|---|---|
| Damaged | Damaged |
| Lost | Lost |
| Excellent, Good, Fair, Needs Service, or Unusable | Available |
In the current workflow, Needs Service and Unusable update the condition but return the status to Available. If the asset must not be used, manually change its status after review and explain the reason in status notes.
Cancel an inspection
- Open a Scheduled or Submitted inspection.
- 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.
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.