Inspection Records

edited 12/09/19 in Smartsheet Basics


I want to produce a record for equipment inspections.  There will be over 100 items of equipment to list and inspection frequencies vary.  I will need to show evidence that the inspection has been carried out, by whom and on what date.

Ideally, it would be good to be able to show basic points checked (guards, cables, access, condition, controls, etc.) on each inspection record,

I also need to be able to look back at previous records to provide an audit trail.

Are there any templates I can use or any suggestions, please?


  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    edited 02/28/19

    Hi Andrew,

    Have you checked the Solution Center? There are great templates to start with.

    I'd recommend this one: Template: Inspection Tracking

    Hope that helps and let me know if I can help in any way!

    Have a fantastic week!


    Andrée Starå

    Workflow Consultant @ Get Done Consulting


    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Debbie Sawyer
    Debbie Sawyer ✭✭✭✭✭

    Hi Andrew

    Smartsheet do provide lots of templates, but in my humble opinion, I find the best way to provide an IT solution for your scenario would be to design a sheet from scratch to match against your inspection process.

    Once your process is mapped out it is usually clear, from the detail of how the process flows, which fields you need in your sheet and which categories to use and what data to collect.  To accommodate different type of equipment using different frequecies for inspections you could design multiple input forms which could be selected from a Dashboard or triggered from an alert looking at a previous inspection.  The workflow for equipment inspection would generally use a Grid type sheet, Alerts & Actions, Webforms and Reports.  All could be monitored through the Dashboard.

    Again, in my opionion, templates are all very good, but fundamentally they are another persons thoughts on what data you need to capture and I believe for toolsets to work they need to be shaped to your processes and not the other way around (bending a process to fit around a template in IT).

    Happy to discuss this further, good luck with whichever solution (template or self design) you go with.

    Kind regards

    Debbie Sawyer Consultant & Training Manager



    Smarter Processes mean happy people in successful businesses


  • Thanks Debbie

    That's helpful.  I am a 'beginner' when it comes to Smartsheet but i can see it has the capacity to do what I want it to.  I'm mostly used to grids and forms so the more complex functionality is a bit new to me (hence my reference to a template!).

    This must be a common requirement for anyone involved in machinery inspection recording, equipment monitoring or other OH&S requirements and a workable system would be a big benefit.  I don't really feel like reinventing the wheel!

    How can you help me?




  • Debbie Sawyer
    Debbie Sawyer ✭✭✭✭✭

    Hi Andrew

    I could help in a number of ways, the main 2 would be to:

    • Analyse your inspection report requirements (in a little more detail that posted here) and set up your solution for you and transfer ownership of it back to you once you are happy that it works.  This would/could involve starting at mapping out your process, seeing where it fits with Smartsheet, creating all the sheets necessary, training you in how to maintain the solution.
    • Train you in all the necessary skills to be able to set this up for yourself.  I run either face to face training in the UK but if you are based further afield, I run remote training sessions (90 mins at a time) using Zoom Meeting conferencing tool (which is excellent!).  This allows us to connect, hear each other, allows screen shares and with Smartsheet and us both sharing a workspace I can see what you are doing and aid you in your development.

    If one of the above looks good to you, or if you have a different idea of how you would prefer to engage my email is [email protected]

    Kind regards

    ​Debbie Sawyer Consultant & Training Manager



    Smarter Processes mean happy people in successful businesses