How to Submit an Inspection (Desktop)
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How to submit a visual and mechanical inspection of your equipment from your desktop. This includes how to submit a DVIR inspection. This article also covers how to resubmit and recertify a previous inspection.
- Resubmitting an Inspection: This occurs when an inspector opens an inspection form that had mechanical inspection items marked as failed on their previous inspection. The inspector has the option to view the previous inspection, fix the "failed" issues, and then resubmit the inspection. Steps for doing this on your desktop are below. To learn more about Resubmitting an Inspection, view Inspections Overview.
- Recertifying an Inspection: Some customer’s desire an additional check of a previous inspection “Fail” item which has been resolved by the mechanic or shop and the current Driver/Operator will sign off. Steps for doing this on your desktop are below. To learn more about Recertifying an Inspection, view Inspections Overview.
Permissions Requirements:
- Users with the "Submit Inspections" permission can submit inspections.
- To resubmit inspections, users require “Submit Inspections”, “View Inspections” and “Amend Inspection Reports” permissions.
- To recertify inspections, users require “Submit Inspections” and “View Inspections” permissions.
NOTE: The instructions below are for submitting an inspection from your desktop. For instructions on submitting an inspection from the Tenna App on your mobile device, view How to Submit an Inspection (App).
Important! Users cannot complete visual inspection items (where they must scan Inspection QR codes) from the desktop. If the Inspection form contains Scan Codes, the inspection will automatically “fail” and report an issue that the QR code cannot be scanned. The Comments field shall be populated with “Submitted on Tenna Online”.
How to Submit an Inspection (Desktop)
Inspections can be submitted from your desktop in the Create Menu, Asset Details or the Safety and Compliance feature.
Select "Start Inspection" from one of the following options:
Click the "Create" button in the top navigation bar. Select "Start Inspection".
Navigate to the Asset Details page for the asset you wish to inspect. Select the Safety and Compliance tab and then click on "Start Inspection".
Navigate to the Safety and Compliance feature in the left side navigation. Then select the Inspection Reports tab and then click on "Start Inspection".
Select an Asset.
If you started the inspection from Asset Details, the asset will automatically populate. If you started the inspection from the Create Menu or Safety and Compliance, you will need to search for the asset.
You may search by Fleet No., Asset Name, Make, Model, Category, or Assignee.
NOTE: Assets that do not have assigned inspection forms will not be able to be selected.
Select a Form.
Select a Form for the type of inspection you would like to perform.
NOTE: The list of forms will only include inspections that have been created and assigned to the selected asset.
If you do not have Custom Inspections, only default inspection forms will be available.
Once you have selected an inspection form, you may see the following notice:
Issues on Previous Inspection: This notice will appear if the most recent submitted inspection form has 1 or more mechanical inspection items marked as fail or pass (fixed) and has not been recertified. This means the previous inspection report needs to be resubmitted and/or recertified. Skip down to How to Resubmit or How to Recertify inspections for more information.
Complete the inspection.
Mark items as fail, N/A, or pass.
Important! Items marked as “Fail” will automatically create a Maintenance Request. The title of the Maintenance Request will be "Inspection Title - Frequency - Check Item Name".
For example: "Tenna Default Equipment - Weekly - Lifting Mechanism"
NOTE: Items may be marked with a yellow document icon, a blue camera icon, or a red alert icon. This means that comments/notes, photos and/or responses are required for that item.
Sign the inspection and provide additional information.
- Using your mouse, sign the inspection.
- Add additional photos and general comments as necessary.
NOTE: Users can add up to 10 photos (max file size: 10 MB) and 10 general comments (max 400 characters).
- Select a location where the inspection occurred.
- The site where the asset is currently assigned should automatically populate. If it is currently assigned to Sandbox, the Inspected At field will read No Site.
- This list of sites will not include “Sandbox” or deleted sites.
NOTE: Users may choose a site where the inspection was conducted. However, the inspector’s location will not be captured if the inspection is submitted from the desktop. Therefore, if inspected away from the asset, alerts will not trigger when an inspection is submitted via desktop.
- If any of the items on the previous screen were marked as fail, you will have the option to select an Inspection Outcome at the bottom of the screen.
- Select “Pass with Issues” or “Fail”.
NOTE: The inspector can select to “Pass with Issues” if they prefer to move the inspection along in the certification process even though there are failed items.
Click "Submit Inspection" to complete the form.
NOTE: You may be asked to capture the asset’s hours or miles (if configured by the inspection form). Please note that these values are strictly for documentation purposes and will not change or update the asset’s hours/miles record in Tenna.
You will be taken to a copy of the Inspection Report.
How to Resubmit an Inspection (Desktop)
Users may be prompted to resubmit an inspection if they start a new inspection on an asset that previously failed any mechanical inspections items that have not been recertified. The inspector has the option to view the previous inspection report, fix failed items, mark as “Fixed”, then resubmit the inspection. This includes DVIR inspections. The following instructions are how to resubmit an inspection on your desktop.
Permission Requirements: Users with the “Submit Inspections”, “View Inspections” and “Amend Inspection Reports” permissions can resubmit an inspection.
When prompted with an Issues on Previous Inspection notice, select "View Inspection Report".
NOTE: The report can be marked as "Failed" or "Passed with Issues" meaning that certain items failed but the previous inspector decided to mark the inspection as pass with failed items.
Scroll down to find any failed items on the previous inspection.
Click on the pencil icon next to each failed item.
Give an explanation for how the failed item has been fixed or resolved. Add a photo and click "Submit".
The item will now show as "Fixed" and the Comments column will include the new fixed comments in parentheses.
Fix any other failed items, as applicable.
Scroll down and click "Resubmit Inspection".
Sign as the inspector that is resubmitting the inspection (using your mouse).
The inspection report will now show as resubmitted in the Inspection Reports grid. Your name and the timestamp of the re-submission will show.
When viewing the Inspection Report details, it will now show the user’s name and timestamp in the Resubmitted By and At sections. The re-submitter’s signature will also show at the bottom of the inspection report.
How to Recertify an Inspection (Desktop)
After an inspection is resubmitted, subsequent Drivers or Inspectors now have the option to "recertify" the fixed items from the previously failed inspection report. This includes DVIR inspections. The following instructions are how to recertify an inspection on your desktop.
NOTE: In the case of DVIR Vehicle + Trailer, the recertify inspection shall only be on the Vehicle previously failed check items only and exclude any Trailer specific check items. This is due to the possibility of varying vehicle plus trailer(s) combinations.
Permission Requirements: Users with the “Submit Inspections” and “View Inspections” permissions can recertify an inspection.
NOTE: The user that resubmitted the inspection cannot then recertify the inspection. It must be a new inspector/driver. A user can only recertify an inspection report once.
When prompted, select "View Inspection Report".
Review the Mechanical Inspection sections for "fixed" items. Physically check the asset to ensure that the items were fixed.
NOTE: The Comments column will show the original inspector’s comments. It will also show any additional comments by the re-submitter in parentheses detailing how the item was fixed.
Once you have reviewed all fixed items, scroll down and select "Recertify Inspection".
NOTE: In the Signatures window, you should see signatures, names, and submission dates for the original inspection and resubmission.
