Create an Inspection Using the Inspection Type Template

Create an Inspection Using the Inspection Type Template

Inspection Template

To facilitate the creation and modification of inspections in NEXGEN, our software gives you the option of downloading an inspection template. The downloadable template lets you edit and format your inspections on an excel sheet and allows you to upload information easily. Using the inspection type template can be separated into 3 different processes, downloading, editing, and uploading the template. Please review each of the sections below before using the inspection type template.

If you'd like to know how to export an inspection template to edit it on excel, please jump to the "Editing an Existing Inspection by Exporting" section.

Inspection Type Template Video Overview


Downloading an Inspection Type Template

To use the inspection type template, you must first navigate to the "User Defined" module. Your inspection must be created in NEXGEN before you can access the downloadable template. For help navigating to the "User Defined" module, please click here. 
  1. Within the "User Defined" module locate the inspection type you would like to download a template for OR create a new inspection type by following the steps below:
    1. Click on the "+ Add" button on the top left.
    2. Select "Inspection Type".
    3. Enter your "Inspection Type" name and make sure the "Active" box is checked.
    4. Click "+ Add".
  2. Click on your inspection type name on the sidebar. The right hand side of your screen should update with your inspection information.
  3. Click "Manage Zones".
    1. Click "Add".
    2. Enter a "Zone Name" for your zone.
    3. Click "Close" and repeat to add as many zones as you need before proceeding.
  4. Click "Export Excel".
  5. Your excel template should download to your computer as an .xlms file with the name "InspectionUDFTemplate".

Editing the Inspection Type Template

Before editing your inspection type template, please make sure that you followed all the steps in the "Downloading an Inspection Type Template" section. You MUST add zones to your inspection type before downloading and editing  your inspection template otherwise your template will not upload correctly. To edit your inspection template please follow the steps below:
  1. Open your inspection template download.
  2. Your template should be downloaded in protected view. Make sure to enable editing on the document. If you are using Microsoft Excel click "Enable Editing".
  3. Click on the "CustomFields" sheet.
  4. Enter in your field details. For information on the field values what each field corresponds to, please review our Inspection Field Definitions help article.
  5. Save your file. Now your template is ready for upload.

Descriptions Table




Uploading the Inspection Type Template

Once you are finished inputting all your inspection information you can upload your template into NEXGEN. For help navigating to the "User Defined" module, please click here. 
  1. Within the "User Defined" module locate the inspection type you would like to upload a template for. Click on the inspection name.
  2. On the right hand side, your inspection type's information should appear.
  3. Click on the dropdown arrow next to "Export Excel".
  4. Click "Import Excel".
  5. Click "Choose File".
    1.  A popup should appear.
    2. Select your Inspection Template and click "Open".
    3. Click "Upload".
  6. A UDF Import page should appear. Review your information to ensure your information is correct.
  7. Click "Import'.
  8. Confirm your import by clicking "Ok".
  9. Your inspection should be updated.

Editing an Existing Inspection By Exporting

If you would like to easily change/update any information on your inspection forms, you can do that by exporting an excel version of your template and making changes to it. The benefit of exporting an excel version of your template is that you can use a lot of the functionalities in excel to make major adjustments. For example, if you would like to increase the length of all your textboxes you can do that by copying the new value in all of your inspection fields at once, instead of one at a time. Similarly, if you'd like to make multiple inspection fields visible to contractors or mandatory you can do that through exporting. To export an existing file, you can follow the steps below:
  1. Within the "User Defined" module locate the inspection type you would like to download a template for.
  2. Click on your inspection type name on the sidebar. The right hand side of your screen should update with your inspection information.
  3. Click "Export Excel".
  4. Your excel template should download to your computer as an .xlms file with the name "InspectionUDFTemplate".
After downloading your inspection excel sheet, you can make your edits and follow the steps in the "Uploading the Inspection Type Template" to upload your information.


    • Related Articles

    • Configure Default Values in Inspection Forms - Inspections

      Users can configure a default option for AutoComplete, DropDown, and ListBox when creating Inspection forms. Doing so will help streamline data entry in Inspections and standardize Inspection form options, if needed. This is by allowing fields to ...

    • Create or Edit an SR Response Template - Lookups

      You can set automated messages to send to service request submitters in Lookups. These messages send when an SR assigned to a particular department/division and/or SR type is put in a specific status. This is useful if, for example, you must place a ...

    • User Defined Module Overview

      NEXGEN software has many fields that can be customized to personalize your software. These fields are called UDFs or User Defined Fields. Within the "Settings" module, you can edit these UDFs to align with your current workflows. To learn more about ...

    • Create an SR Resolution - Lookups

      As of NEXGEN version 12, there is now an option to fill out a Resolution field for service requests. Designed to mimic the WO Resolution field, SR Resolution fields are there to help you log how an SR was resolved, as well as communicate the ...

    • Adding and Editing Inspection Types

      Within the "User Defined" module users can edit all of their user defined fields. Currently inspections can be edited within NEXGEN or you can import information into NEXGEN using a downloadable template. To learn more about how you can edit ...