Prepare an Inspection Import File
- Kateryna Pohirna
- Ruben Mikkelsen
- Artem Ruzak
You can create Inspections using a compatible spreadsheet file as outlined in this article. This option allows you to either upload new Inspections or import legacy ones with existing results and findings.
Additionally, you can download an Inspection from Azenzus Inspection Manager to an Excel file, make edits and re-upload it to the system for further use.
Import File Template
To assist while reading this page, download an Inspection import file template from:
Resources page → download Import file template.xls and use it as a reference.
or
❶ Press “Create” (the big plus) button located at the toolbar.
❷ Fill in the name only → press “Next”.
❸ In the next window, find and press “Download template” button.
General Notes
All data of a single Inspection should be defined in one spreadsheet.
The names of the sheets must be spelled precisely as described in the table below.
Header names should be defined in row 1 of each sheet.
Header names are case-sensitive.
The order of sheets does not matter.
The order of the columns in the sheets Location and Asset also defines the order of the properties displayed both in Azenzus Inspection Manager and Azenzus Inspection App.
The system ignores additional sheets added by user.
The spreadsheet must be saved in MS Excel file format (.xls or .xlsx).
The syntax Sheet name>Column name is used here for the references between sheets and columns in order to provide guidance how the different sheets are connected.
Placeholders <…> are used as a substitution for user-defined values.
Sheet 1: LocationThis sheet specifies where the Asset is physically located. | ||||
Header | Data entry | Data type | Description | Data Example |
Mandatory | Unique whole number | A number that uniquely identifies each row. | 101 | |
Name | Mandatory | Text | Name of the Location. | Area 1 |
Tag | Optional | Text | Tag of the location. | 332.BCSS1.150 |
GPS coordinates | Optional | GPS point | GPS coordinates of the location. | 51.5104742, -0.112643564 |
<Property name> | Optional | Text | Any number of user-defined properties can be added to the Location sheet. Avoid using special characters in the header, round or square brackets, etc. |
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Warning! Location properties groupingFor grouping of user-defined properties, the headers should have the following syntax: <Property group|Property name> Example Three properties Street, House number, and Postal code shall be added to the same property group called Address. Add the following header values to the spreadsheet:
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Sheet 2: LocationAttachmentThis sheet specifies the Attachments that shall be added to the Locations. This sheet could be left empty if none of the Attachments has to be added to Location. It is possible to add documents and pictures as Attachments to a Location. For more details how Attachments are used in Azenzus Inspection Manager see here. | ||||
Header | Data entry | Data type | Description | Data Example |
External Id | Mandatory | Whole number | Identifies the External Id of the Location where an Attachment has to be added (see above Sheet 1: Location>External Id). In case if several Attachments have to be added to the same Location, this number has to be repeated for every row. | 1 2 |
Path to attachment | Mandatory | Formula | HYPERLINK formula that references path to the file relative to the location of the spreadsheet. | =HYPERLINK("attachment/819.photo.jpg";"819.photo.jpg") =HYPERLINK("attachment/safety_manual.pdf";"manual.pdf") |
Attachment type | Mandatory | Text | Defines the type of the Attachment that has to be added. The allowed values are:
| PHOTO DOCUMENT |
Comment | Optional | Text | Comment that has to be shown next to the Attachment. | Picture of the area Safety manual
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Attachment upload recommendationsIn order to upload Attachments they has to be placed in the subfolder next to the original spreadsheet file and referenced by the relative path. Before upload, spreadsheet file and subfolder with Attachments has to be ped in one file and sent to upload as a file.
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Sheet 3: AssetThis sheet specifies the Asset data to be inspected and defines a set of Checklist Items that have to be used for inspection. | ||||
Header | Data entry | Data type | Description | Data Example |
Mandatory | Unique whole number | A number that uniquely identifies each row. | 1 2 | |
Location External Id | Mandatory | Whole number | Identifies the External Id of the Location where Asset is placed (see above Sheet 1: Location>External Id). | 101 102 |
Mandatory | Text | Defines the set of Checklist Items (see Sheet 5: Checklist). This can be used to build complex Checklists. | Pump Pump:Centrifugal Pump:Centrifugal;System:WaterTreatment | |
Mandatory | Text | A value that describes how the Asset shall be inspected (see Sheet 5: Checklist). | Daily Daily,Monthly | |
Name | Mandatory | Text | Name of the Asset. | Pump skid |
Tag | Optional | Text | Tag of Asset. |
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GPS coordinates | Optional | GPS Coordinates | GPS coordinates of the Asset. | 51.5104742, -0.112643564 |
<Property name> | Optional | Text | Any number of user-defined properties can be added to the Asset sheet. Avoid using special characters in the header, round or square brackets, etc. Each property will require a new column in the Checklist. | C2351200 |
Asset properties groupingFor grouping of user-defined properties, the headers should have the following syntax: <Property group|Property name> Asset property valuesSince in the Asset sheet we can have Assets of different types and with different sets of properties, the special value <N/A> is used to signal that property shall not be added to the given Asset record line.
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Sheet 4: AssetAttachmentThis sheet specifies the Attachments that shall be added to the Assets. This sheet could be left empty if none of the Attachments has to be added to any Asset. It is possible to add documents and pictures as Attachments to Asset. For more details how Attachments are used in Azenzus Inspection Manager see here. | ||||
Header | Data entry | Data type | Description | Data Example |
External Id | Mandatory | Whole number | Identifies the External Id of the Asset to which attachment has to be added (see above Sheet 3: Asset>External Id). In case if several attachments has to be added to the same Asset, this number has to repeat for every row. | 1 2 |
Path to Attachment | Mandatory | Formula | HYPERLINK formula that references path to the file relative to the location of the spreadsheet. | =HYPERLINK("attachment/819.photo.jpg";"819.photo.jpg") =HYPERLINK("attachment/safety_manual.pdf";"manual.pdf") |
Attachment type | Mandatory | Text | Defines the type of the Attachment that has to be added. The allowed values are:
| PHOTO DOCUMENT |
Comment | Optional | Text | Comment that has to be shown next to Attachment. | Picture of the area Safety manual
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Attachment upload recommendationsIn order to upload Attachments they have to be placed in the subfolder next to the original spreadsheet file and referenced by the relative path. Before upload, spreadsheet file and subfolder with Attachments has to be ped in one file and sent to upload as a file.
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Sheet 5: ChecklistThis sheet defines a list of Checklist Items that need to be completed for particular type of an Asset. As mentioned earlier, for each Asset defined in the Sheet 3: Asset, when providing an Asset’s property Types, it will link an Asset with the Checklist and Checklist Items defined in this sheet. For further flexibility of the Checklists, beside Types it is also possible to specify the Inspection types for the Checklist in order to define what set of questions shall be asked during different types of inspections. See example below for further explanation how Types and Inspection types can be used to define which Checklist Items shall be applied during an inspection. | ||||
Header | Data entry | Data type | Description | Data Example |
Mandatory | Text | When there are numerous Checklist Items, grouping them provides a better overview. Thus, having a Checklist with similar Checklist Items grouped together is a huge advantage. | External inspection | |
Mandatory | Unique whole number | A number that uniquely identifies each row. | 1 | |
Mandatory | Text | Definition of the Checklist Item question or statement. | Electrical insulation is clean and dry. | |
<Types> | Mandatory | Text | For each Type defined in the Sheet 3: Asset column, create a column with a corresponding header. The Types are used to assign which exact Checklist Items should be performed on which Asset during inspection. | Visual.Detailed |
Types
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Sheet 6: ChecklistDetailsIn this sheet we define additional (often optional) detailed information for each Checklist Item. This sheet has to have a line for each line in Sheet 5: Checklist | ||||
Header | Data entry | Data type | Description | Data Example |
Checklist Item Id | Mandatory | Unique whole number | A reference to the Sheet 5: Checklist>Checklist Item Id. | 1 |
Checklist Item | Mandatory | Text | Definition of the Checklist Item question or statement. This is the same as the Sheet 5: Checklist>Checklist Item and is used only to improve readability of the sheet for QA purposes. | Electrical insulation is clean and dry. |
Optional | Text | A list of predefined comments that the inspector might use to record his observations. Different observations can be added here separated by semicolon. | clean;dirty;wet;dry | |
Optional | Text | A list of predefined severities separated by semicolon. | low;medium;high | |
Optional | Text | A list of predefined disciplines separated by semicolon. | cleaned;replaced | |
Documentation Caption | Optional | Object | HTML-formatted text can be inserted into the cell and used as provide additional documentation ot the inspector that might help him to properly judge the status or reminds him about important procedures, acceptable limits, etc. The text must not contain more than 5.000 characters. If the field is empty, the field will not appear in the Inspection App. | See DWG No.1234
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Sheet 7: ChecklistStatusThis sheet defines possible statuses (answers) for the Checklist Item. It is possible to define additional actions and fields that has to be presented to user based on the status selected in the Checklist. | ||||
Header | Data entry | Data type | Description | Data Example |
Checklist Item Id | Mandatory | Unique whole number | A reference to the Sheet 5: Checklist>Checklist Item Id. | 1 |
Checklist Item | Mandatory | Text | Definition of the Checklist Item question or statement. | Electrical insulation is clean and dry. |
Status | Mandatory | Text | One Checklist Item can have several user-defined statuses. This field provides status descriptions that will be present to user when filling the Checklist. For each status, a new row with Checklist Item Id and Checklist Item fields shall be added. | Not inspected Passed Failed Not Applicable |
Status Type | Mandatory | Text | Specifies status type used by system in order to perform Checklist progress calculation and to signal if the Checklist Item response is positive or negative. List of the allowed values is shown below. | DEFAULT PASSED FAILED |
Ask for Details | Optional | Boolean | If the value is true, then the Inspection App will load the Comments screen where the user can type comments or select predefined ones from the list Sheet 6: ChecklistDetails>Comments. | true false |
Show Severity | Optional | Boolean | If the value is true then on the Comments screen in the Inspection App, a field Severity will be shown. The inspector can enter the severity or select predefined ones from the list Sheet 6: Checklist Details>Severity. | true false |
Show Correction Action | Optional | Boolean | If the value is true, then on the Comments screen in the Inspection App a field Corrective action will be shown. The inspector can enter the suggested corrective actions (as defined in Sheet 6: Checklist Details>Corrective Action ) or select from recently provided corrective actions. | true false |