Deficiencies and narratives in templates

Templates can include pre-written deficiency entries and narrative text that appear in the report editor as starting points. This saves inspectors time and keeps your written findings consistent across your team.

Template deficiencies

A template deficiency is a pre-written deficiency entry that lives in the template. When the inspector opens the report editor, template deficiencies can appear automatically (triggered by an answer) or be available as options to select from a list.

Adding a deficiency to the template

1. Navigate to the section, group, or item where the deficiency belongs.

2. Click + Add Deficiency.

3. Fill in:

   • Summary — a concise description of the deficiency (for example, "Improper electrical junction box cover missing").

   • Default severity — the severity level this deficiency typically carries (Safety, Major, Minor, Maintenance, Monitor). Inspectors can change it on a per-report basis.

   • Detail — the longer description, recommendation, or standard language for this type of finding.

4. Save.

Using deficiencies with triggers

A template deficiency becomes most powerful when tied to a trigger. For example:

• Question: "Is there a junction box cover missing?"

• Trigger: If "Yes" → pre-populate deficiency "Improper electrical junction box cover missing" with severity Major.

When the inspector answers Yes, the deficiency appears in the report automatically. The inspector can then adjust the detail text, change the severity, or add photos — but the boilerplate is already there.

Deficiencies as a library

Even without triggers, template deficiencies serve as a library. In the report editor, when an inspector adds a deficiency manually, they can search the template's deficiency library and select a pre-written entry rather than typing from scratch. This is especially useful for common, recurring findings.

Template narratives

A template narrative is pre-written descriptive text at the section or item level. It provides inspectors with boilerplate language they can use as-is or edit before publishing.

Common uses for template narratives:

• Introductory descriptions of a system ("The HVAC system was inspected and found to be in the following condition…").

• Standard safety language for specific findings.

• Boilerplate limitation language for commonly inaccessible areas.

Adding a narrative to the template

1. Navigate to the section or item where the narrative belongs.

2. Click + Add Narrative.

3. Write the text.

4. Save.

Narratives appear in the report editor under the section or item they are attached to. The inspector can edit them before publishing or leave them as-is.

Keeping your library current

Review your template deficiencies and narratives periodically — especially after you see an inspector writing the same thing from scratch multiple times. If a pattern appears, add it to the template so everyone can benefit from it.