Inspections & Logs
Overview
Inspections & Logs is where your team captures routine field entries: daily temperature checks, gemba rounds, shift handovers, cleaning logs, calibrations, and batch-release records. You build a log book to define what each entry looks like, optionally schedule who fills it and when, and every completed entry is saved as a permanent log (also called a field record). Once an entry's edit window closes, it locks and can no longer be quietly changed, which gives you a trustworthy audit trail.
The module landing page shows four quick stat tiles (My queue, Awaiting your review, Missed this week, Submitted this week) and cards that take you into Log Books, Log Book Assignments, My Tasks, and Logs.
Key concepts
Log book classifications
When you create a log book you choose how strict it is. This sets sensible defaults for edit windows, signatures, and review.
| Classification | Best for | Edit window | E-signature | Reviewer approval |
|---|---|---|---|---|
| Operational | Routine field entries (temperature, gemba, walk-throughs) | Auto-locks ~15 min after submit | Not required | Not required |
| Controlled | Regulated records (batch release, deviations, calibrations) | Stays open until reviewed | Required on submit | Second-person review before locking |
Edit window options
| Setting | What it means |
|---|---|
| Time window | Edits allowed for a set number of minutes after submit |
| Until next entry | Edits allowed until the next entry is logged |
| Until reviewed | Edits allowed until a reviewer signs off |
| No edits after submit | The entry locks immediately |
Log (field record) statuses
| Status | What it means |
|---|---|
| Submitted (in window) | Just entered; still editable until the window closes |
| Completed | Locked; no further edits allowed |
| Under review | Waiting for a supervisor or reviewer to approve or reject |
| Approved | Reviewer accepted the entry |
| Rejected | Reviewer sent it back |
| Voided | Cancelled with a recorded reason; kept for the audit trail |
Assignment schedule types
| Type | What it does |
|---|---|
| Recurring | Repeats on a schedule you set (frequency plus timezone) |
| Ad-hoc | No schedule; the log book is available to fill on demand |
How to create a log book
- Open Inspections & Logs and select the Log Books card.
- Click New Log Book (or pick the Operational or Controlled quick-create card).
- In the dialog, give it a title, code, and category (for example Daily, Calibration, Cleaning, Safety), then confirm the classification.
- After it's created you land on the new log book's detail page, opened to the Schema tab. Add the fields people will fill in.
- On the Details tab, set the supervisor, edit-window behavior, whether a signature or review is required, and any compliance references (related standard, regulatory citation, retention). You can also link the log book to controlling documents (for example "this log book implements SOP-001") so auditors can trace from a procedure to its evidence.
Use the Category filter on the Log Books list to quickly find a log book by its type, and the Type filter to separate operational from controlled log books.
Controlled log book versions
Controlled log books keep a controlled revision history on the Versions tab. A version moves through Draft, then Under review, then Effective; the new effective version supersedes the prior one. Submitting a draft routes it through your approval workflow, so attach a workflow on the Details tab before submitting.
How to schedule who fills a log book
- From the landing page, open Log Book Assignments, then click New Assignment (you need the assignment permission). You can also add one from a log book's Assignments tab.
- Choose the log book this plan covers.
- Pick the schedule. For a recurring plan, set the frequency and timezone; for ad-hoc, choose ad-hoc so it can be filled on demand.
- Assign it to specific people or to a role.
- Set the completion window and grace period. These scale with frequency (for example a daily check defaults to a 4-hour window with 2 hours grace; a monthly check gets several days). Choose what happens if the window and grace lapse unfilled — mark it missed or keep it open.
- Make sure Active is on and save.
The scheduler then creates upcoming occurrences automatically and drops each due entry into the assignee's task inbox. On the assignments list you can toggle a plan Active or Inactive and edit it at any time.
How to fill a log
- Scheduled inspections and log collections appear in My Tasks (your unified task inbox), alongside approvals and reviews. Open a task and complete the form.
- To log something unprompted, use Submit a log, pick the log book, and fill it in.
- Submit. The entry is saved as a log. Operational entries lock after their short edit window; controlled entries require your e-signature and then wait for review.
The old "My Queue" page now redirects to My Tasks, so all of your due inspections and logs live in one inbox.
How to review and find logs
- Open the Logs card to see every entry submitted across your log books. Filter by log book or by status to narrow the list.
- To review entries waiting on you, use the Awaiting your review tile on the landing page, or filter Logs to Under review.
- Tick the checkbox on the entries you want to act on, then choose Approve or Reject. Both outcomes require your e-signature and let you add a comment in one step.
Logs are immutable once their edit window closes. To correct a locked entry you amend or void it (with a reason) rather than overwriting it, so the original is preserved for the audit trail.