User Manual
Contents
1. Cloud Inspections User s Manual version 1 3 Fantastic Four Software LLC Page 1 of 12 Copyright Notice and Trademarks O 2010 Fantastic Four Software LLC All rights reserved All other product names and services used throughout this document are trademarks or registered trademarks of their respective companies The product names and services that appear in this document are used in editorial fashion only and for the benefit of such companies No such use or the use of any trade name is intended to convey endorsement or other affiliation with this document Fantastic Four Software LLC Page 2 of 12 CLOUD INSPECTIONS MANAGEMENT OVERVIEW cocoocooccccccccccocococonnnnnnnnnnnnnnnnnnnnnnnnnonnnnos 4 THE CCOUD USER INTERFACE de ONANAN AAKSENS EAA 5 CREATINGANEWTNSPECTION noia anio 6 UPLOAD PHOTOS sist A A ee tees 8 WORK ORDER tas 11 IMPOR FDATA os E ENE E EE ENE R 12 EXPORT DATA TO WORKORDER Senasa nta al ce 00d 112 CONTACT SUPERO 12 Fantastic Four Software LLC Page 3 of 12 CLOUD INSPECTIONS MANAGEMENT OVERVIEW Cloud Inspections THE CLOUD is a process that inspectors and managers can create electronic inspections and instantly share and create work orders with others in the organization Cloud Inspections can cut down the need for paper based inspections reports and work orders and record all data in a permanent database for historical reporting and comparisons Database setup and inspections are performed us2. damaged a component Penetrating Vegetation system of O 103 3 5 2011 EE Dene the property or hawe made them unusable un More than 50 of the EXTERIOR LIGHTING lighting Expose Wire or Reinforced anes AG Hi a Rebar surveyed are broken or missing OR Fantastic Four Software LLC Page 11 of 12 REPORTS The Cloud has Inspection Reports for each Inspection Type in your Inspections list and other summary reports for groups of inspections The Inspection Report and Work Order for a specific Inspection needs to be launched from Manage Reports menu so the proper information will fill in from the database Logout My Account Currently there are two reports Inspections 1 Inspection Report which prints out the formatted inspection Reports report Inspection Report 2 And Work Order which prints out the work orders Work Order Other reports will soon be available a few we have planned are e Inspections by Inspector by Date Range e Inspections by Property by Date Range e Inspections by Inspection Type by Date Range IMPORT DATA The Cloud makes it easy for you to add new Properties Buildings and Units from a CSV file This feature automatically builds a new Property with Buildings and Units ready for inspections This feature is not in the Inspectors interface but can be found when logged in as an administrator EXPORT DATA TO WORKORDERS Create work orders in your current property management
3. software Your property management software can use our Web Services to create work orders from your inspections Our current integration partner is MultiSite Systems Ask your software provider to integrate with Cloud Inspections MultiSite Systems Coming Soon Ability to export to CSV files CONTACT SUPPORT Should you need additional technical support please email us at support cloudinspections com We will answer your questions within 24 hours Fantastic Four Software LLC Page 12 of 12
4. ing your Internet browser and all data 1s stored on a professional server farm Your data is safe and secure and can be accessed 24 7 Y ou can use Cloud Inspections to Create New or modify existing inspections for Sites Buildings and Units Automatically create work orders separated by emergency and non emergency items Print various reports about inspections Template Inspections are already setup and others are available upon request Initial Move In Move Out Move In Move Out incl HUD 90106 Quarterly Annual Surprise Public Housing UPCS Unit REAC Public Housing UPCS Building REAC Public Housing UPCS Site REAC Special Re Inspection Others are available upon request O 0 OO A O 0 COTOS 970 ID THE CLOUD is designed around a few basic user types Each basic user type will see different options in the cloud interface This manual is designed to meet the day to day needs of the user type we call Inspector Here is a list of the other user types e Management Company Administrator o Add edit delete users and inspectors o Add edit delete properties e Inspector for management company o Add edit all types of inspections for all properties in a management company o Inspectors can even be assigned to multiple management companies e Read Only user for management company o This user can print all available reports Fantastic Four Software LLC Page 4 of 12 THE CLOUD USER INTERFACE Login Screen 1s
5. io Manage Inspections Manage Inspections The data entry area will then offer you choices to begin your new Inspection New Inspection Click the dropdown Inspection Type and choose CompanyName General Management Company the inspection you wish to create Inspection Type PH UPCS Unit Inspection Site AA Next choose the property and then the Building and Building BuildingA S Unitdropdowns will pre fill with the buildings and nni AA units for the selected property Click Start Inspection begin your inspection Inspection Id INSP 248 Category inspectable ttem FENCING amp RETAINI South east fence is missing tl 200 Clee ff eer Tyma REE a The form above displays in your browser to begin the inspection process within each Category and Inspectable Area Each time either the Category or Inspectable Area changes the form is saved to the remote database and the form is filled with Inspectable Items labeled Items e The columns above like NA NOD amp OD amp E are Bulgingucking i ose You may only check one button or no buttons e The Comments field is for your comments You may add up to 255 characters e The Help button will display a specification note if one Fantastic Four Software LLC Page 6 of 12 exists in the form of a popup box see below for larger screenshot e The Photo column allows you to add photos to your in
6. l be easier Most devices keep the last photo taken at the top of the list in their gallery Fantastic Four Software LLC Page 9 of 12 Adding Photos after the inspection The Upload Photos form opens and you may Browse for and Upload photos to each Inspectable Area You can also delete your photos You may add as many photos as you desire Inspection Id INSP 214 Inspectable tem ENTRANCE HALLS TT ro Steps and Landings Delete Handrails rows E ETT NOTE You can add one or more photos for each Inspectable Area and Inspectable Item Delete Hardware Locks Fantastic Four Software LLC Page 10 of 12 WORK ORDERS Viewing and printing work orders can be accomplished in at least two different places 1 From the Manage Inspections screen you can update the work orders a This view is shown below as Edit Work Orders for Inspection 2 And from the Reports menu a The Action Column has two Actions 1 View action displays the work orders on the screen 11 Download PDF allows you to download a PDF of the work orders Edit Work Orders for Inspection screenshot Inspection Id INSP 248 Item Comments Charge Cost Work Order No Date Completed Action South east EXTERIOR FENCING amp fence is RETAINING WALL Missing ae L 172 50 5 06 2011 a Delete Sections Secs sections completely Overgrown Vegetation near office O 102 5 5 2011 EH is Plants have visibly
7. spection Note The icon in the Photo column will display in color if photos already exist on the inspectable item No photos and the icon will display without color e The Option Buttons may be different for each type of inspection The above example is for Public Housing UPCS Inspection e All types of inspections will have the column E E is an abbreviation for Emergency When checked this item will be placed on an Emergency Work Order and all items with a deficiency will be placed on one or more Non Emergency Work Orders When you have completed you inspection in all categories press Complete Inspection button Inspection Summary for Inspection ID INSP 212 O Initial Inspection Inspection Type Os pecial Inspection The Inspection Summary opens and you may enter O Reinspection your closing inspection information Click Finish when you have completed Inspection Begin Date 10 23 2010 5 41 50 PM Inspection Completion Date 10 23 2010 6 00 00 PM O Passed Inspection Status O Failed O Inconclusive Date Passed 10 23 2010 12 00 00 AM Additional Inspection Info Comments Finish After you press Finish you will be taken back to the Manage Inspections form Deficiency There is an opening or penetration in any fence or gate designed to keep intruders out or children ir Look for holes that could allow animals to enter or could
8. threaten the safety of children Note If the fence or gate is not designed to keep intruders out or children in such as a rail fence do not evaluate it for holes Level of Deficiency Level 1 The hole is smaller than 6 inches by 6 inches Level 2 N A Level 3 The hole is larger than 6 inches by 6 mches www Cloudinspections com Fantastic Four Software LLC 2010 all rights reserved Fantastic Four Software LLC Page of 12 MANAGE INSPECTIONS FORM If you do not see your inspection listed in the grid o Company Name Cloud Management Inc below change the Inspection Type PH UPCS Site Inspection Inspection Type and press Begin Date 10 25 2010 Submit End Date 11 24 2010 El Manage Inspections BEGIN DATE ACTION Filtering NN Filter the inspections by INSP 1 rama EPA 11 22 2010 Edit Upload Photos Work Order using the Begin and End Show Filter Records 1 10f1 Pages 1 gt 99 Date and pressing Submit At the bottom of the form you may expose additional custom filters Each filter is for filtering the column directly above the filter selection Manage Inspection Shortcuts e ID click to show the printable report form PDF e Site click to show the Site or Property information e Action this column has two shortcuts o Edit click to Edit the Inspection o Upload Photos click to upload photos to this inspection from your device or computer that is logged on
9. to the Cloud o Work Order show work orders See Work Orders for Inspection below e ID click to show the Inspection Report See report sample below Sample Inspection Report FUBLIC HOUSING ASSESSMENT SYSTEM PHAS SITE INSPECTION UPCS IESFLCCIOS DI CAMO Project Name Cloned Apartment Coco Trek MOC 1741 LIECI 1 am bre del Frirertej Dil dt Cita tanda Derelpment Number WL 01 22 4 Adir 111 Sec nd ii Parera de Proyecta drechi PUBLIC HOUSING ASSESSMENT SYSTEM PHAS UNIT INSPECTIONS TPCS alnpreci n de rihh fe s Pi Project Nome Alpha Cen Track XXX I01 R Date of Last Inspection Memes del Prorecta Fecha de la ie DA pecan Developmen Sumber D 1134 6 Address 1122 Main i Sieh de Proteo sirbe Man bre del Darpectar Unit bientifitation Ciel Kunber of Esilr cima 2 usara de la Usada unas de Dormiteria Modernisation im Process Mederaizaci n ta Precise Pa Xj Resident Jahn Doe Home Uneccopied Aginbrs del Jefe de F aida Estaba aii ba Vr Dermal Eider Designated 4 Hamhienp Accesible X General Cocrmpaney Other CURA Che ls pirs Eai Jeri ohare Mdi Cn pacien General piri e AModernization in Process YES A KO Aldaia m Pron rua ama EME Date of Last Lmpection inspection Daie LLL Fria de la lia janpi ck Pecks de Tagen Iimpector Name Derpak In peetos Sembee del imipartar Pas Fail Dnie Poss erage ie Cope Fihi Tampi Fantastic Fo
10. ur Software LLC Page 8 of 12 UPLOAD PHOTOS You can upload one or more photos from your computer or device from two different areas in the Cloud Inspections Interface 1 During the inspection when you are focused on an item a Click the Photo Icon b This 1s called adding photos on the fly c You will find this most convenient when you are using a device with an attached camera 2 After the Inspection a Click Manage Inspections then click on the Upload Photos shortcut under the column ACTION b This action can be used after the inspection is complete and you have uploaded your photos from a separate camera Adding Photos On the Fly Photo The Icon Photo column is shown to the left Notice that some icons are colored and some are greyed out The colored icons indicate that one or more photos already exist on the item Click on an icon to add or remove photos from the inspectable item Click ona greye d icon an d Ada Edit Inspection Photos the Upload Photos form Upload Photos Browse opens S E A Upload Click Browse and select EA a your photo Click Upload to resize MERECTISAORO ACTION your photo and upload to the There are no records available Cloud Servers If you click on a colored icon you will see all photos currently attached to the item r Tip f you link your photo to the item immediately after taking the picture the photo selection wil
11. used to enter the inspection area with the rights assigned to you by your administrator Your administrator will assign you a Company ID User Name and password To login to the cloud open your internet browser and navigate to http www cloudinspections com and click on the Customer Login shortcut Company Id MyCompanylD User Name myUserdame Password eeceess lt Remember me next time Enter your information and press OK Forgot your Password After you successfully login your screen will look like this If this 1s the first time you are logging in then update your information on the right side of the screen Press the Save button when you are finished updating your information From this main screen you can Logout or mE click on menu choices on the left side of pe TA My PEER Inspector Information the screen Inspections Inspector ID Reports Inspection Company Name test Al Hel P FirstName test Click on My Account About Us Middle Initial LastName test Address 123 st You are already PELE on My Profile so E the only available menu item is eines Change Password Fax Save Cancel City State MN My Profile Change Password Postal Code Office Phone Fantastic Four Software LLC Page 5 of 12 CREATING A NEW INSPECTION Inspections a Click on Inspections and you can create a New Inspection or ew Inspect
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