Routine Inspections & Logs

A facility manager or technician submits an inspection via a structured form ( or mobile app). The form captures location, checklist items, findings, photos, and severity.

An automation extracts and validates the form data, standardizing location names, severity levels, and equipment types. Invalid or incomplete entries are flagged for manual review.

The validated inspection record is automatically written to the central inspection log, with timestamp, location, findings, and status set to 'Open'.

The automation checks the severity level of each finding. Critical or high-priority items follow one path, routine items follow another.

For critical findings, an automated message is posted to a dedicated channel with the issue details, location, and a link to the full record. On-call maintenance staff are notified immediately.

For routine findings, a summary email is sent to the maintenance team with all findings from the inspection, grouped by equipment type or location.

For each actionable finding, a task is created in the tracking system with the issue description, assigned team, and due date. The task is linked back to the original inspection record.

An automated email or message confirms to the inspector that their submission was received and logged, with a summary of any critical findings identified.