Inspection Sheet Configuration

AutoVitals Training for the Electronic Inspection Sheet (EIS)
Welcome to this AutoVitals EIS Training tutorial. In this video, we will demonstrate how to configure a complete inspection sheet, using the auto vitals electronic inspection sheet, or EIS. First, we will show you how to get started without having to start from scratch each time to configure a new inspection sheet.

Inspection sheet configuration is performed from the AutoVitals dashboard, and you can get there directly using the link in your original welcome email. So to begin, click the red configure inspection sheet button in inspection dashboard, which takes us to the edit inspection sheets page. There, we can edit and copy existing inspection sheets or create a new one.

The first time you visit this page, the default used vehicle inspection sheet is already selected. Notice that it is read only, which means you cannot make changes directly to that sheet. But, you can use it as a template to begin creating one that fits your shop. We’re going to use this one as a basis for our our own pre-purchase inspection sheet.

As we review the sections in this sample, I can see that most of the topics I want to cover in my inspection sheet are already defined. So instead of clicking the new button I can just click copy to duplicate the current default sheet. I’ll give my new sheet a name. Let’s call it Pre-purchase Inspection.

Then click okay. Once the default sheet is copied, we are returned to the same page with the Pre-purchase Inspection sheet selected as indicated in the drop down box at the top of the screen and you can tell we’re in edit mode as indicated by the pencil icons next to each editable item. Before we start editing our new inspection sheet, let me point out some of the important items on the page.

First is the list of available statuses for each inspection topic. These will provide a basic indication of the state of each topic. In this example, inspected and passed, requires future attention and requires immediate attention. You can define as many as you want. But we recommend that you keep this list to four or less for simplicity.

You will have the option to name each one and to update the icon that represents the statuses both in the EIS and in the customer report. In addition to the icon, you can also assign a color to each status to represent the severity level. For example, red for high and green for low. and in order for the EIS to be operated in the most efficient manner, it is important for you to order the status list with the least severe at the top and the most severe at the bottom.

Next on the page, we show a complete list of the inspection topics, separated by section. The sections are usually broken down in the order in which a technician walks around the vehicle. Each section can have up to eighteen topics, and you can have up to five sections [xx] inspection sheet. We have four sections to find in this sheet: road testing accessories, under hood, under vehicle front, and under vehicle back.

Lets look at one of the topics for under vehicle back. Clicking the pencil item shows us the edit topic pop-up, or I can edit the name of the topic, the position or order in which a topic appears on the page, and a list of conditions for this topic. This topic is used for inspecting the left rear tire, and we have a number of possible conditions for the tire.

Conditions should be as specific as possible, so the technician can simply tap on the tablet to indicate the condition of each inspected item. In the instance that you wish the technician to enter additional details, actions can also be defined. An asterisk indicates that additional information will be tested for a specific condition.

Clicking the pencil icon allows us to edit the condition, to change its name, position in the drop-down list, and to indicate if it technician should enter additional notes about the condition. We can let the technician type anything they want to in the notes field. But again we want to make the inspection process as simple as possible, keeping typing to the minimum.

So, to make it easier, we allow you to provide holders in the note for entering numbers or short text by placing two underscores in the note text. You you can use multiple lines to require additional input from the technician. In this example the technician will be prompted twice the two underscores before slash thirty-two will prompt the technician to enter numbers in this position.

Two underscores after dot pound will prompt him for a second input. And to free the technician from having to update the status for every topic, the selects automatically option allows you to predefine a status associated with this condition. To better understand this, let’s jump over to the EIS to see it in action.

Here, the technician is already using the EIS for the and has selected the tire’s left rear topic. When he selects the condition, he is prompted to enter a value. Notice that the indicates that this is input one of two, and as the technician taps the up and down arrows on the right, he can scroll between those.

Once complete, the technician taps the submit button, and when we return to the previous screen we see that the notes are entered using the predefined text plus our required input. In this segment, we’ll look at creating customized statuses. the inspection sheet status will provide a basic indication of the state of each topic.

In this example, we have four defined: okay, advise, recommend, and severe. you can define as many as you want but we recommend that you keep the list to four or less for simplicity. You’ll have the option to name each and to update the icon that represents presents the status, both in the EIS and in the customer report.

For example, in this instance, I think recommend and advise are too close to each other, and their icons also look too similar. So, to change recommend, just click the pencil icon. We’ll change it’s name to strongly recommend. We’re gonna leave it positioned after advise, but I want to select an icon that is more appropriate for our shop.

Then we click okay. Then we’re done. You can see our changes in the statuses if you want to create a new status just click the new button and fill in the same fields we just changed. And if you wanted to delete one you can just click the trash can icon. you can define a color code which indicates severity for each status as well.

And I see that the one we just changed does not have a color at all, so I’ll select recommend again and by clicking the color picker, which looks like an eye dropper, I can select any color that I want. I can also assign this or any status to be the default for this inspection sheet. This can be useful if a technician or service adviser wants to assign a baseline status to all topics for this inspection sheet.

For example, to either save time by marking all topics past, once completed or to mark all tops as severe to force the technician to check each topic. In this segment we’re going to create a new inspection sheet and instead of copying an entire existing sheet we’re just going to use a few topics from an existing sheet.

First you just need to find the topics you want to use in a preexisting sheet and then drag them to the topic clip board on the right side of the screen. In this example we’re going to create a very simple inspection sheet with only 2 inspection topics: headlights and windshield wipers. Next just click the new button at the top of the page.

Give your sheet a name and click okay. Once created you also have to add a status or two. Click the new button.next to the status box. Give your status a name, I’ll call this one inspected and passed, I’m gonna pick a green color to indicated a low severity level. Check the default status box and click OK.

That will add a second status. This one is called severe, and it’s positioned after inspected and passed. I’ll pick a bright red color to indicate a high severity level. and select an appropriate icon. Uncheck the default status box and click okay. Then we’re done. Now we need to create a section to contain our inspection topics.

So just click the blue plus sign next to the topic clip board. give your section a name a click okay. Then to copy the topics from the clipboard You can either drag them one at a time or copy them all into the section using the copy from clipboard icon at the bottom corner of the section.this section we’ll look at allowing multiple conditions for a single inspection topic.

so if we click the pencil icon for battering cables were first presented with a list of mutually exclusive conditions. The technician only enter one for this inspection. And, you can see, as indicated by the asterics there [xx] an input required for battery holding a charge. Not applicable will be shown by default with the option to enter freeform text.

By clicking the check box ‘selection of multiple conditions allowed’ the individual input prompts are removed. and the technician would be allowed to select any or all of the conditions to find. And if the allowed technician to enter a free text note is checked he’ll be prompted for a single note for the inspection topic.

Next, you can optionally define actions to be taken by the technician for each.You can easily import actions to take from the list of jobs to find in your shop management software. Just click the import button and then enter a description of the job. in this example all jobs that have the word battery in the title.

And asterisks next to the title of any job indicates that there is detailed information about the job which you can see by mousing over the job title. For my example I’m going to give the technician multiple action options. to select more than one at a time you can hold down the control button and by clicking each one and then click okay.

That’s it. We’re done. For more AutoVitals EIS tutorials, just visit the AutoVitals media Center at www.autovitals.com

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