Property Inspections: setup to sharing

Select Workspace → Property Inspections. Select Manage Properties, then + Add Property.

For an existing property, open its record instead of adding the same address again. A property can have multiple inspections over time.

Complete the property form. Enter the Street Address and any other fields marked as required. Add the unit, city, state, postal code, and country as appropriate.

Use Property Name / Nickname for a helpful internal name and Reference / Property ID for your own identifier. Add the property type, bedroom and bathroom counts, year built, and furnished status when known.

Review the address and unit carefully, then select Create Property.

In Property Contacts, select Manage Contacts. Search the Address Book and choose an existing contact. If the person is missing, use Open Address Book to create the contact, then return to the property.

Choose the Property Role: Property Owner, Property Manager, Realtor / Agent, or Other. Use the custom role label when appropriate for Other. Select the primary-contact option when needed; only one contact can be primary for each role.

Enable Preselect when emailing inspection reports for the contacts you normally include. Select Add Contact to Property and repeat for the other people. When finished, select Back to Property.

In Occupancy / Tenancy, select Manage Occupancies. Select Add First Occupancy when the property does not yet have one.

Choose the Occupancy Status. Enter the lease start and end dates, actual move-in and move-out dates when known, and any occupancy notes. Select Create Occupancy.

Only one occupancy can be Active for a property at a time. Use the occupancy that corresponds to the people and dates being documented.

In Tenant / Occupant Contacts, select Manage Contacts. Find an existing Address Book contact or create one and return.

Choose Tenant, Co-Tenant, Occupant, or Guarantor. Set the primary-contact and default-report-recipient options as appropriate, then select Add Contact to Occupancy.

Repeat for each person involved. When finished, select Back to Occupancy.

Select + New Inspection from the occupancy. Once the property and occupancy are set up, you can also start from + New Inspection in the Property Inspections workspace.

Confirm the property and occupancy, enter the inspection details and date, and choose the inspection type. Use Draft or In Progress while recording the inspection. Review any baseline selection before creating the record.

• Move-In: document condition at the beginning of the occupancy and establish a baseline.
• Move-Out: document final condition and compare with the applicable Move-In baseline for that occupancy.
• Periodic: record condition during an occupancy or management period; comparison is optional.
• Pre-Lease: document condition before a new lease or occupancy.
• Annual: document the recurring annual condition review; comparison is supported.
• Turnover: document cleaning, repairs, replacement, and make-ready work between occupants; comparison is supported.

Complete the form and create the inspection.

Review the inspection type and status. Under Review & Complete, the progress panel shows how many required checklist items have a condition.

Open a section such as Exterior / Entry, Living Room, or Main Bedroom. Its heading shows the completed-item count, remaining items, and attention indicators.

Use Expand all, Collapse all, and Next incomplete to navigate the checklist. Add general section notes when needed, then work through the individual items.

Use Section Photos for overall room or area views. Use the individual checklist items for close-up defect evidence, such as a damaged window, a light fixture, or a carpet stain.

Choose Regular Photo or 360° Photo, choose the file or files, then select Upload. Wait for the upload to finish and confirm the image appears in the gallery.

Pending checklist and section-note edits are saved before the upload proceeds. The original 360° photo remains at the section level when you later create item-specific snapshots.

On a 360° photo, select Open 360° Viewer. Rotate the view to show the detail you need, then select Capture Snapshot.

In Attach snapshot to, select the section’s General photos or an individual checklist item in that section. For example, attach a missing-blind snapshot to Window Coverings, or a damaged-light snapshot to the relevant light-fixture item. The list uses your inspection’s actual item names.

Enter a descriptive Title, add optional notes, and select Save Snapshot. Check that the snapshot appears under the selected destination.

To correct its destination later, expand Change snapshot assignment on the snapshot while the inspection is editable. The source panorama is retained; you do not need to capture the image again.

Choose a Condition for each checklist item. Add useful Notes, an Estimated Cost when you have an estimate, and Potential Responsibility when appropriate. Use Requires Attention to identify an item that needs follow-up.

Use the item’s photo controls to upload regular photos or 360° images of that specific feature. Select the file and press Upload; confirm it appears with the item.

Choose N/A when a checklist item genuinely does not apply. Choose Missing for a feature that should be present but is absent. Leave an uninspected feature as Not inspected until it can be assessed; do not use N/A just to clear the remaining count.

Continue through the sections until the required items have been assessed.

The floating Checklist progress toolbar shows the number of items left, the answered/total count, required items left, and optional unanswered items.

Checklist fields and section notes save automatically while you work. Use Save Checklist for an immediate save and wait for Inspection changes saved before leaving. The item count reflects your current selections; check the save message as well.

Select ↑ Back to Review & Complete to return to the completion controls without scrolling through the full list.

If the page reports Not saved or another error, keep it open, read the message, and retry the save when the problem is resolved. Do not assume changes reached the server if the connection or session has failed.

Before completing, verify the property, occupancy, inspection date, conditions, notes, and photos. Finish all selected-photo uploads and resolve any save errors.

Use ↑ Back to Review & Complete. The required-item count must show 0 required items left. N/A counts as an answered condition; optional unanswered items are identified separately.

Select Complete Inspection and accept the confirmation. Pending checklist edits are saved first. After completion, confirm the inspection shows Completed & Locked.

The checklist and media are now read-only. Sharing becomes available for the completed report.

After completing the inspection, open Report Sharing → Share report. Under Request Report Review, choose the property and occupancy contacts who should review the completed report.

1. Check each selected contact’s name and email address.
2. Select Require Response beside every contact whose response is mandatory. Selecting a contact and requiring their response are separate choices.
3. Choose Link Expires. The invitation may remain valid for up to 30 days; the example uses 7 days.
4. Choose whether to Include photos and 360° snapshots in the saved PDF.
5. Keep Allow PDF report and Email the selected recipients enabled. PDF access and email delivery are required for a review request.
6. Select Send Review Invitations and review the result.

Each selected recipient receives an individual invitation to the saved report PDF and must verify their email before responding. The request starts a review round. If earlier rounds exist, the page shows which new round will be created and retains the earlier history.

The contact receives an email titled Your inspection is ready for review. It identifies the property and inspection and shows the invitation’s expiration.

1. Select Review Inspection in the email.
2. Follow the email-verification prompts.
3. After verification, select Open inspection report to read the saved PDF. It opens in a new tab, where the recipient can save a copy using their PDF viewer.
4. Return to the review page to submit a response.

The invitation is intended for the named recipient. Keep the link private and do not forward it to someone else.

After reading the report, the recipient chooses one response:

• Accept — the recipient accepts the inspection report. Comments are optional.
• Deny — the recipient has a concern and must explain it in Comments.

Comments may contain up to 5,000 characters. Select Submit response and wait for Your response is recorded.

The confirmation shows the decision, comments and submission timestamp. One response may be submitted for the invitation. To discuss or correct a submitted response, the recipient should contact the person who sent the invitation.

When a contact responds, the inspection creator receives an email titled An inspection response is ready. Select View response and sign in to FieldNovi with access to the inspection’s workspace.

You can also open the completed inspection and select Review recipient responses.

Use the review-round tabs to choose a round. Review the required-response count, denials received and denials needing review. Select Open saved report PDF to see the exact report issued for that round.

The response-review page shown here is private to the inspection’s original creator within the selected workspace. Recipient decisions and comments remain part of the round’s history after closeout.

For each denial, read the recipient’s comment and submission timestamp. Under Document your review of this denial, explain how you assessed the concern and what action was taken or will be taken.

Select Record denial review. Your note, up to 5,000 characters, is retained with the recipient’s original response and has its own timestamp. Confirm that Denials needing review decreases as each denial is documented.

If you disagree with a comment, explain your reasoning in the creator review note. If the report needs correction, document that next action and continue through closeout and a new review round below.

Recording a denial review does not change the recipient’s Denied decision to Accepted or erase their comment.

The round can be closed when all required responses have been received and each denial has a documented creator review.

1. Review the responses and any documented denials.
2. Enter Closeout notes (required). Explain why the round can be closed and identify any follow-up or report correction. The note may contain up to 5,000 characters.
3. Select Close review round and confirm that the round is shown as closed.

If optional recipients have not responded, the page warns that closing the round ends their ability to submit a response for it.

Closing a round records its outcome. It does not turn a denial into acceptance. The saved report, original decisions, recipient comments and creator notes remain in the history.

If a response identifies something that needs to change, use a new review round for the corrected report:

1. Document each denial and close the current round with notes explaining the planned correction.
2. Return to the inspection and reopen it for editing.
3. Make the corrections, save them, and verify any updated photos or snapshots.
4. Complete the inspection again after reviewing the corrected record.
5. Return to Report Sharing → Share report. Select the contacts, set Require Response as needed, and check the expiration and saved-PDF options.
6. Select Send Review Invitations to start the new round.

Return to Review recipient responses. The new round appears beside the closed earlier round, with a separate saved PDF, invitation history and response counts. The recipients review and respond again.

Review the new responses and close the round when its requirements are met. Repeat this process whenever further corrections and review are needed; earlier rounds remain available as history.

If a contact did not receive the email or needs a new invitation link, open Report Sharing → Review invitations.

1. Choose the correct Review round and use Refresh history if needed.
2. Find the intended recipient and review the latest attempt and Delivery history.
3. Enter a Reason, such as “recipient did not receive the email.” This reason is retained in the history.
4. Choose New invitation expires.
5. Select Queue replacement invitation and check the updated delivery history.

This sends a new invitation to the same recipient and expires their earlier link and email-verification session. Ask the recipient to use the newest email.

Mail server accepted confirms submission to the mail server; it does not confirm that the message reached the inbox. A queued replacement is not a new review round and does not change the saved report for that round.

Create a later inspection using a type that supports comparison and an eligible earlier baseline. A second inspection does not automatically guarantee a comparison; confirm the baseline shown on that inspection.

Expand Baseline comparison to review the source inspection, compared items, changed and unchanged conditions, attention counts, and changed-item estimates. Use View Baseline to open the earlier record.

Move-Out uses the applicable earlier Move-In for the same occupancy. Periodic comparison is optional. Annual and Turnover also support comparison according to their inspection type.

Expand Baseline review to see the changed checklist items. Compare the Baseline condition and notes with the Current entry, recorded responsibility, and estimate.

Use View in Checklist to open the corresponding item in the current inspection. Review its evidence and correct any details while the inspection is editable.

Use this comparison to document what was observed at each inspection and what changed between them.