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Cirrus8 - Scheduling Ad-Hoc Inspections

Cirrus8 users can now create both Scheduled and unscheduled Ad-Hoc Inspections from PIM!

If you are out at an inspection and need to create an Ad-Hoc Inspection on the fly, then you can refer to our Unscheduled Ad-Hoc Inspection guide.

For properties or leases where you need to create an Ad-Hoc Inspection Report, you will need to ensure you are running the latest PIM 4.6.6+. Please contact PIM Support to update your existing template and allow us to upload a  special settings file to your PIM account.  This settings file will create a new Smart Property Profile called "Ad-Hoc Profile" which will include 4 new inspection areas.  These are:

- Reason For Visit

- Matters Arising

- Actions

- Meeting Notes

These can be altered to suit your requirements, but the profile name must remain "Ad-Hoc Profile".  A sample of this report is attached below.

If you have not yet set up the integration between PIM and Cirrus8 on your device, refer to our Cirrus8 Integration Guide.

• Video Instructions
• Set Up For Ad-Hoc Inspections Required in Cirrus and PIM
• Scheduling your Ad-Hoc Inspection in Cirrus8
  
• Import Data Into PIM 
• Complete The Inspection

Prefer videos to written instructions?  No problem watch the video version below or visit our PIM Youtube Channel.

The first step in setting up Cirrus8 for AdHoc inspections is to follow these steps. These steps only need to be performed once in your Cirrus8 dashboard.  All Trust Accountant Users will have access to this setting.

Step 1. Create an Ad-Hoc Profile in Cirrus8

In your Cirrus8 dashboard navigate to Configuration (1) then System Configuration (2) then select PIM_TEMPLA (3) and then tap Add New Parameter (4) then add your Code and Description "Ad-Hoc Profile" as below: and hit Submit

Step 2:  Setting your Lease and Property Inspection Type Parameters in Cirrus8

Adding these parameters will allow you to assign an inspection type ie. Routine or Condition Report to your inspections. In Cirrus 8 if you are not still already in it from the above steps navigate to Configuration (1) then System Configuration (2) then select "LEASE INSPECTIONS" (3), and then tap Add New Parameter (4) Then add the Code "CONDITION" and the Description "Condition" and the same for "ROUTINE".  If there are any other Descriptions you don't require, just tap the "X" to delete them. You then need to do the same for your "Property Inspection Type" Parameter.   From the same menu Configuration (1) then System Configuration (2) then select "Property Inspection Type" (3), and then tap Add New Parameter (4) Then add the Code "CONDITION" and the Description "Condition" and the same for "ROUTINE" add the Description "Routine". Again if there are any other Descriptions you don't require, just tap the "X" to delete them.

Step 3: Contact PIM Support to add a new Settings file containing an Ad-Hoc Profile and Inspection Areas.

Once we have uploaded the file to your PIM account you can tap on the PIM Settings, then tap PIMAdmin, ShareSettings > tap Download and Setup Settings > tap the"Remote-Setup (Ad-Hoc Settings)" > then tap Continue and MERGE. It's very important to tap MERGE or you will delete all your existing inspections from PIM.

When scheduling your inspection in Cirrus8, you can schedule it either against the Property or against the Lease. When scheduling an inspection against a Property, make sure you select the Type as "Routine" (1) and the Template as "Ad-Hoc Profile" (2) Inspections scheduled against the Lease need are scheduled in the same way:

PIM imports real-time data from Cirrus8 based on the Scheduled Date, so it's pretty important that you make sure Cirrus8 is up to date before you start the import process below.

1. Navigate to the Import tab.

This is at the bottom of the app.

2. Import the latest file from Cirrus8.

Pulling down on the screen will refresh the data files.  Once it appears, tap to the file open.

3. View imported inspections.

You will see all your scheduled properties with inspections will be listed with a colour code on the left.   Green indicates a property PIM has not seen before, so it will be treated as a new inspection. Orange represents an existing property so a Repeat Inspection will be created.  In this instance, we are only going to import the Ad-Hoc Inspection.  Note that the inspection highlighted shows it is an Ad-Hoc template and PIM will import it to match the Ad-Hoc Profile setup in PIM.

4. Filter and Sort if required.

If there are a large number of properties in the imported list, you can use the Filter (1) or Sort (2) options to make things easier to view.

5. Import the inspections.

When you are ready to complete the import, select the Action button (1) then choose one of the Import options (2).  Note: if you want to import all of them, press select Import All.

6. Confirm the import type.

The import will create inspections based on your default Property Profile and Inspection Types displayed in the message.  If you are happy with this, tap Continue.

7. Close the PIM File Import message.

Take note of the confirmation message then tap OK to close.

After importing or creating your Ad-Hoc inspection it will be available under the Inspections Tab.

Go ahead and complete the inspection in the usual way by adding notes and photos then Submit Inspection when done. Your generated Ad-Hoc Routine Inspection will now be automatically uploaded as a PDF to Cirrus8 and the status updated to Completed.  Attached is a sample of a typical Ad-Hoc Inspection.

Plus, if you need to create a Work Request within PIM which uploads back to CirrusFM ready for further action refer to our Work Request guide.

See the full range of Inspection Guides for more information.