Welcome to Exam4Inspections 101. Over the next few weeks, we will be exploring the various ways that ExAM can be used to satisfy your inspections needs, as well as ExAM’s various features related to inspections. If you are already an ExAM user, you will find that only a few changes are necessary in order to get started doing your first inspections. If you are starting from scratch, we will cover how to set up Exam4Inspections and build inspections in a later post.
Choosing What to Inspect
The first step to performing any inspection is choosing what to inspect. In ExAM, we call this the “Assessable Record.” Thanks to ExAM’s Assess Anything feature, almost any Salesforce object can be chosen as the subject of a survey or inspection. For this post, we will be using the Account object, a standard Salesforce object that is commonly used as an Assessable Record to represent buildings or apartment units for a building-based inspection.
To create a new Account, we will navigate to the Accounts object page and select New. If you are new to Salesforce and do not see the Accounts tab, click the + icon to navigate to the All Tabs menu and select the Accounts tab from there.
The fields that you would like to record as part of your Account creation are customizable via Salesforce’s native page layout functionality. As seen above, you can also note which fields you would like to mark as required, as well as employ validation rules to ensure that the data entered by your users is correctly formatted. You will find that this is a common theme within Salesforce and ExAM, nearly all page layouts are customizable (including the mobile application).
Creating an Inspection
Now that you’ve created your Assessable Record, the next step is to create your inspection. For inspections, we will be using the Assignment Manager object. There are two ways to go about creating an Assignment Manager:
From the Account record:
Navigate to your newly created or existing Account record.
Scroll down to the Assignment Manager related list.
Click New Assignment Manager.
From the Assignment Manager object:
Navigate to the Assignment Manager tab.
Irrespective of which option you chose above, you will arrive at a screen like this:
If you chose method 1, the Account will be pre-populated. The three other necessary fields for setting up an inspection are the Assigned Resource field, the Scheduled Start Date field, and the Assessment Template ID field.
The Assigned Resource field is how you assign an inspection to a particular inspector. This field is important for determining which inspector has access to performing this inspection in Salesforce and on the mobile application.
The Scheduled Start Date field is how you determine when an inspection will need to be performed. This will determine when an inspection becomes viewable in an inspector’s mobile application.
The Assessment Template ID connects the Assignment Manager to a particular assessment template, which is where you build your inspections. We will cover how to build multiple types of inspections using assessment templates in future posts. For now, we will assume that you have an assessment template already created to be assigned to this Assignment Manager.
Performing an Inspection
Now that you are familiar with creating an inspection in Salesforce, let’s take a look at the mobile application for performing our inspection. For now, we will cover the basic mobile application functionality.
First, your inspector will set up their mobile device by downloading Exam4Inspections from the Apple Store or the Google Play Store and log in to your Salesforce org using your personal credentials.
Once the log-in is complete, you will be brought to the My Assignment Manager List screen. This screen will only display Assignment Managers where the logged in inspector is listed as the Assigned Resource. Just like other views in ExAM, this home screen is completely customizable and you can choose which fields are visible to your inspectors.
If you created an inspection scheduled for today and assigned to the correct inspector, and it is not shown on this list, click the Sync All button at the bottom of the screen. The Sync All button is used any time the mobile device is online to synchronize the mobile application with the live Salesforce environment.
Once your inspection is visible, go ahead and click it. This will pull up the inspection interface, also known as ExAM’s Lens Viewer.
The Lens Viewer is one of ExAM’s inspection viewers, capable of creating and relating anywhere from one to five different inspections. It also includes functionality to view your recorded answers, as well as view and edit fields on the Assessable Record. We will go more into the depth of the Lens Viewer’s functionality in later posts.
For the purposes of this walkthrough, we have created an inspection using a decision tree-based assessment template. To select a defect and navigate through the inspection, we will select the OD button type question and then navigate through the relevant options. (Tip: Use button type questions to launch decision tree inspections where you’d like your inspectors to be able to launch the same decision tree multiple times to record defects).
When you reach the end of a decision tree, you will be greeted by a Results type question. A Results question is a unique end point to a decision tree that allows the inspector to record relevant data concerning the deficiency including taking photos and recording a Pass or Fail status. As before, the fields shown on the Results Page Configuration are completely customizable.
To record the deficiency, click Record. This will take you back to the Lens Viewer.
To view your recorded deficiencies, use the drop-down menu at the top to select the Data Viewer tab. This will allow you to view, edit, and delete your recorded deficiencies.
Submitting an Inspection
Submitting an inspection is easy! Once you have reviewed your deficiencies in the Data Viewer, simply click the Submit All button in the upper-right-hand corner. This will submit all inspections related on the Lens Viewer and bring you back to the home screen.
In addition, any number of Salesforce workflows or processes can be triggered off of the Assignment Manager Submit that you choose to use.
Viewing and Reviewing Your Inspections
To review the inspections that you (or your inspectors) have completed, all you have to do is return to Salesforce and go to the Assignment Manager tab that we used to create the initial inspection. Here, you can see all of your recently viewed Assignment Managers, as well as create custom views to sort and arrange them. I have included an example of a custom view below!
In addition to viewing and reviewing your inspections through custom views, all of ExAM’s data can be immediately used in Salesforce’s native reports and dashboards, as well as Wave Analytics.
I hope you’ve enjoyed the first installment of Exam4Inspections 101: The Basics. Tune in next time for an even deeper dive into the creation of Assessment Templates and inspections!