3. Run your first inspection loop
What are templates?
A template is the reusable form your team fills in the field — questions, rules, and the actions a failed answer can raise.
Last updated: September 2026
What a template is
You build a template once. Field users run it many times as inspections. Each completed inspection can be opened or downloaded as a PDF.
A template holds sections and questions, response types and options, required answers, notes, photos, signatures, scoring, conditional logic, and answer actions.
Only a Published template can start new inspections. Drafts stay in the editor until you publish.
Open Create templates when you are ready to build one.
Template types
In the builder, template type is one of:
| Type | Used for |
|---|---|
| Asset | Checks against a piece of equipment (tied to an asset type) |
| Audit | Site-level walk-throughs (tied to an audit type) |
| Incident | Incident report forms (tied to an incident type) |
| SOP | Standard operating procedures, including task SOPs. Requires Advanced or higher |
Status
| Status | Meaning |
|---|---|
| Draft | Being built — not available for new inspections |
| Published | Live and available to use |
| Archived | Withdrawn from new use; past inspections remain |
The builder can also show Error when validation needs fixing before publish. The database can hold further statuses for superseded versions; day-to-day lists focus on Draft, Published, and Archived.
Versioning
Templates are versioned. Each inspection keeps the template version it ran against, so editing a form later does not rewrite completed records.
New inspections use the latest published version.
Failed answers and follow-up
A response option can raise follow-up when selected:
- A work request or work order when something needs fixing
- A flag for audit or compliance follow-up
Incidents are reported from the incident flow — they are not the same as answer-triggered work. Detail: Add conditional logic.
Frequently asked questions
Can I edit a published template?
Publish a new version instead. That keeps completed inspections trustworthy.
Can I edit a completed inspection?
No. A completed inspection is a record of what was observed.
What happens when I archive a template?
It stops being available for new inspections. Existing records stay available.
Why can't I pick a template for this asset?
Asset templates are tied to asset types, and only Published templates appear. If nothing appears, create or publish one for that type.
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