Overview of the Tasks List

The Tasks List provides an at-a-glance view of all tasks, organized by status and priority. Here’s what you’ll see at the top of the list:

• Task Count: Shows the number of open tasks compared to the total number.
• Print Button: Tap to print your list of tasks.
• Search Bar: Locate specific tasks quickly by typing keywords.
• Filter Toggle: Filter tasks by status: open, completed, or all.

To print a filtered list, first set your preferred filter (open, completed, or all). Each task displays the following details:

• Type of Task (e.g., appointment, call, etc.)
• Notes (if provided)
• Insured: Shows which insured the task is associated with, if applicable.
• Status: Displays “Open” or “Completed.”
• Due Date: Shows when the task is due and, if past due, how many days overdue.

Tip: We recommend adding a note to each task to keep track of any important details, especially as tasks can accumulate over time.

Adding a Task

There are multiple ways to add a new task:

1. On the Tasks List: Tap the green + button at the top.
2. From the Home Screen: Tap the + Task button on the left.
3. On the Inspection Entry Page: Tap Create Task at the bottom left.
4. On the Inspection Dashboard: Tap Tasks.

Task Details to Enter:

• Type of Task (optional but recommended):
  • Appointment
  • Phone call
  • Email
  • Hire engineer
  • Order measurements
  • Subcontractor bid
  • Order ITEL
  • Other
• Inspection (assigns the task to a specific inspection, if applicable)
• Description (brief overview of the task)
• Due Date
• Time
• Notes
• Completion Status (mark as complete once finished)

When you’re done, tap Create Task.

An overview of the tasks will appear in:

• The Tasks List
• The inspection’s entry screen
• The inspection’s options in the inspection list (if assigned to a specific inspection)
• The inspection’s dashboard (if assigned to a specific inspection)
• Weekly Tasks on the Home Screen (if due within the week)

!!!!!!!Note: Certain task types, like “Appointment,” will update the inspection’s status to “Scheduled” and set the scheduled date.!!!!!!!!!!!!

Marking a Task as Complete

To mark a task as complete:

1. Locate the Task:
   • Open the Tasks List from the main navigation.
   • Or, find the task in the specific inspection’s Tasks section.
2. Mark as Complete:
   • Tap the checkbox or Mark Complete button next to the task.
   • A confirmation icon or color change will indicate that the task is complete.
3. Review Completed Tasks:
   • Completed tasks remain in the list and are labeled “Complete” for easy reference.
   • Tip: If you accidentally mark a task as complete, you can uncheck it to reactivate the task.

Types of Tasks

!!!!!!!!!!!!!!!!Each task type serves a specific purpose and may impact the inspection’s status.

• *Appointment: Schedules an inspection appointment.
• *Phone Call: Sets a reminder to make a phone call.!!!!!
• *Email: Sets a reminder to send an email.!!!!!!!!
• Hire Engineer: Reminds you to hire an engineer; use the notes to specify details.
• Order Measurements: Use to remind yourself to order necessary measurements.
• Subcontractor Bid: Sets a reminder to request a subcontractor bid.
• Order ITEL: Reminds you to order an ITEL for a specific inspection.
• Other: Use for any additional task types.

* Note: Some tasks change statuses when completed.

A phone call or email task completion will ask if you’d like to mark your inspection as Contacted. If you enter a date, this date will be marked in your significant dates as (first) Contacted date.

Appointment completion task will mark your inspection as Scheduled. The date you schedule the inspection for will be entered in the significant dates for Scheduled.

Tips for Managing Tasks

Maximize productivity by using tasks to organize and complete essential follow-ups:

• Tie Up Loose Ends: Tasks are perfect for remembering small but critical steps that might otherwise be forgotten or lost.
• Stay Organized: Use tasks to manage follow-ups, schedule appointments, and ensure that nothing slips through the cracks.
• Leverage Significant Dates: Combine tasks with significant dates to manage deadlines and prioritize effectively.

The post Understanding Tasks appeared first on Scope Magic.

Getting Familiar with the Inspections List

The inspections list is your central hub for managing all ongoing, scheduled, and completed inspections. Use the following tips to navigate and make the most of this feature:

Navigate the Inspections List

• View an inspection: Tap the insured’s name:
  • New inspection: You’ll be taken to the Inspection Entry screen to start.
  • In-progress inspection: Enter the Inspection Dashboard to continue working.
  • Finalized inspection: Access the report to review, edit, or add items.
• View insured contact details: Tap the Contact Book icon to call, email, or text the insured.
• Filter by status: Tap the Status bar at the top to filter inspections.
• Search inspections: Tap Search Inspections at the top and clear the search by tapping (x).
• Sort inspections: Tap the Sort button next to Status/Date.
• Print inspections list:
  • For the full list, ensure the filter bar says Show All, then tap Print.
  • To print by status, filter first and then tap Print.

Create a New Inspection

To create a new inspection from the list:

• Tap the green + button at the top of the Inspections List screen.

Inspection Options Menu (3 Dots)

Tap the three dots next to an inspection for additional actions:

• View Info: View details about the inspection.
• View Dates: Access the significant dates for the inspection.
• View Tasks: Check the tasks linked to the inspection.
• View PDF: Open the PDF report for a completed inspection.
• Change Status: Update the inspection’s status directly from the list.

Troubleshooting

Can’t find an inspection? Check that you’re filtering by the correct status.

Starting an Inspection

Begin a New Inspection

To begin a new inspection:

• From the Home Screen: Tap the New Inspection button.
• From the Inspections Tab: Select the green + button at the top of the screen.

This takes you to the New Inspection page, where you can add details such as contact, property, building, and claim information.

Add a Building

Enter details for at least one building or structure in the inspection. If complete building information isn’t available, add a placeholder name like “House” or “Garage.”

• Note: Only the name field is required to proceed.

Save & Close Functionality

To save the inspection and return later:

• Tap Save & Close in the top right corner. This will allow you to access the inspection in the Inspections List at any time and resume editing when needed.

Change the Inspection Status

Set or update the inspection’s status:

• Tap the status dropdown at the top of the screen.

Status Descriptions:

• Not Contacted: Default status for new inspections that haven’t yet been scheduled or discussed with the insured.
• Contacted: Indicates that initial contact has been made with the insured, but scheduling is still pending.
• Scheduled: Shows that an inspection date has been set and is awaiting the scheduled appointment.
• Inspected: Confirms that the inspection has taken place and the on-site visit is complete.
• Closed: Final status, indicating that the inspection and all related tasks have been completed and finalized.
  • Note: Every new inspection has a default status of Not Contacted. The inspection status is updated manually.
  • Tasks, such as scheduling an appointment, do not update the inspection status automatically.

Optional: Create a Task

To create a task for this inspection:

• Tap Create Task at the bottom left.

Start or Save the Inspection

• To start the inspection: Tap Start Inspection.
• To save and return later: Tap Save & Close.

The inspection will now appear in the Inspections List on the main dashboard.

Understanding the Inspection Dashboard

After starting an inspection, you’ll enter the Inspection Dashboard. Here, you can view and manage inspection details, add items, create tasks, and track inspection progress.

Key Sections at the Top

• Information: View and edit contact, property, building, and claim details. You can also create tasks and update the status here.
• Building: View the building name, add buildings, switch between them, or access building-specific details.
• Status: Update the inspection status.
• Tasks: View or add tasks related to the inspection. If there are no tasks, you’ll be prompted to add one.
• Dates: Track and update key dates, including Created, Contacted, Scheduled, Inspected, and Closed.

Conducting the Inspection

Use the Inspection Dashboard to add items and details to your inspection. This feature allows you to select and customize items for each trade.

Select a Trade Category

Choose a trade from the sidebar (Roof, Elevation, Interior, or More). Pick the specific category within the trade, such as:

• Roof: Pitched, Flat, Metal
• Elevation: Front, Right, Rear, Left
• Interior: Ceiling, Wall, Floor
• More: Structure, Pole Barn, Deck, Fence

Add Items to an Inspection

To add items to the current building or room:

• Tap a trade button and select items to add.
• Customize options such as:
  • Search for an item.
  • Favorite/un-favorite item.
  • Look up an item online for further details.

Finalize Item Details

After selecting items:

• Tap Add Selected Items.
• Enter additional information like quantity and item notes.
• Tap Add Item to confirm.

Review and Complete the Inspection

Once all items are added, you can review the inspection before finalizing:

• Tap Review to access the full inspection report. Reorder items, make final adjustments, and add or edit notes.
• Generate a PDF report for final review.
• Mark the Inspection Complete: After confirming everything is complete, tap Mark Inspection Complete.

Note: If you need to make any changes after finalizing the inspection: Tap Add More Items + to the existing inspection. If you spot an error in the inspection report, simply tap the three dots next to the item to edit, remove, or adjust details such as quantity, price, notes, or the associated building.

Managing Multiple Buildings

When inspecting multiple buildings:

1. Add Buildings: When entering an inspection, you can add multiple buildings (e.g., main dwelling, garage, business building). You’ll focus on one building at a time during the inspection.
2. Switch Buildings: At the top of the inspection dashboard, you’ll see the name of the current building. To switch, tap the building name and select a new building from the dropdown. You can also add new buildings by tapping the green + button.
3. Manage Rooms: For each building, you can add rooms under the Interior section (e.g., Bedroom, Kitchen, Bathroom). Rooms are organized per building on the final report.

To view multiple buildings on your report, simply toggle between buildings using the arrows at the top of the report. Rooms will be listed beneath the Interior section.

Tips for Managing Dates and Statuses

• Regularly Check for Updates: Significant dates and statuses are key ways to stay on top of deadlines and task progress. Regularly reviewing them helps you stay on track with follow-ups and avoid overdue tasks.
• Use Tasks to Stay Organized: Creating tasks linked to specific dates and statuses lets you know what actions are required to move an inspection forward.
• Reference the Inspection Dashboard: All key dates and status updates are available in the Inspection Dashboard, providing a quick view of each inspection’s progress.

Where to Find Significant Dates

• Inspection Dashboard: Significant dates are visible under the Dates section, where you can update them manually or automatically based on certain tasks. For instance, scheduling an appointment updates the Scheduled date.
• Alternative Access: Tap the 3 dots for an inspection in the Inspections List, then tap View Dates to add/edit dates directly.

Inspection Notifications or Reminders

There are no automated notifications for scheduled inspections, tasks, or significant dates. However, you can view important reminders directly on the Home Screen:

• Weekly Tasks: Tap the Weekly Tasks button to view which tasks are due this week.
• Inspection Status Overview: On the Home Screen, see the inspections list by status to get an overview of your inspections’ progress.

The post Starting an Inspection appeared first on Scope Magic.