Using a Custom Form for Equipment Inspections

This guide walks through the process of using a custom-designed Form for equipment inspections. This is a continuation of the Setting Up Equipment and Inspections guide.

INSPECTIONS WITHOUT A CUSTOM FORM

Say you are using KPA EHS to track fire extinguisher inspections every year. By default, the inspection process is just choosing a date, adding notes, and attaching documents (optional).

Graphical user interface, text, application, email

Description automatically generated

CREATING YOUR FORM

Let’s say that you would like more detailed information for this inspection. For example, having a rating for the condition of the extinguisher and a measurement of its pressure gauge. To do this, you will create a form within the Forms module.

Your Form can include any questions you like, but there is one requirement. You must have a required Select field where the source is set to Equipment. Here’s how we’ll make it:

  • Navigate to Forms > +New Form
  • Enter “Fire Extinguisher Inspection Report” for the name
  • Enter “This is the form used for fire extinguisher inspections every month.” for the description
  • Check the Hidden? box. We only want this form to be accessible when filling out an inspection for a fire extinguisher.
Graphical user interface, text, application, email

Description automatically generated

Now add the required equipment field. As mentioned, this is the only field that you are required to have on an inspection form.

  • Press New Field > Select
    • Enter “Fire Extinguisher” for the title (it could be anything)
    • Check the Mandatory box
    • Click Settings and choose the Equipment source
    • Press Done
  • Now create a few quality rating checklists
  • We’ll call them “Condition” and “Pressure Gauge”
  • We’ll also add optional Notes and Attachments fields
  • Press “Save” to create your new form
  • For more information about building custom Forms, click here
Graphical user interface, application

Description automatically generated

ATTACHING YOUR NEW FORM TO THE INSPECTION

Now that you have created the “Fire Extinguisher Inspection Report”, we’ll setup the extinguishers in our system to use this for the inspection form.

  • Navigate to Equipment > Manage Types > Edit next to Fire Extinguisher
  • Click +Add in the Inspections
  • Name the Inspection and set the Schedule
  • Choose the Fire Extinguisher Monthly Inspection for the Form
  • Press Done then Save
  • Now when you view one of your extinguishers, you’ll see an “Inspect” button. Click it and the site will show your form and the “Fire Extinguisher” field will be pre-filled. Once you complete the form, the inspection will be attached to your equipment.
Graphical user interface, application, Teams

Description automatically generated

ANALYZING INSPECTIONS

It’s worth noting that when you use a custom form for an inspection, you get all of the standard analysis tools and even alerts for free. For example, you could review inspections from a high level by clicking Reports > Responses (next to Fire Extinguisher Monthly Inspection).

For more information about viewing and analyzing Form responses, click here.

KPA EHS in 60 Seconds

Watch this quick overview of the KPA EHS system.

10 Minute Walk-through

Watch this walk-through of the KPA EHS system.