Overview #
After an asset inspection has been submitted, an authorised reviewer can examine its checklist responses, findings, measurements, comments and supporting evidence.
The reviewer determines whether the inspection is complete, reliable and ready to be accepted. The reviewer must also confirm that failed items have been properly assessed and that required follow-up actions have been identified.
Important: Approving an inspection confirms acceptance of the inspection record. It does not necessarily mean that the asset passed, is safe to use or that every identified defect has been corrected.
Who should review an inspection? #
The reviewer should have the authority and knowledge required to assess the inspection result.
Depending on your organisation, this may be:
- An asset manager
- A maintenance manager
- A workshop supervisor
- A site or operations manager
- A safety representative
- An inspection coordinator
- A technical specialist
- An AssetIQ administrator
- Another authorised approver
A specialist or legally controlled inspection should be reviewed by a suitably competent and authorised person where required.
Before you begin #
Before reviewing an inspection, confirm that:
- The inspection has been submitted
- You have permission to review or approve it
- You understand the inspection type and purpose
- You can interpret the checklist and acceptance criteria
- You have access to the asset record
- You understand your organisation’s severity definitions
- You know the required process for failed items
- You can access photographs and supporting documents
- Any required technical or safety reviewer is available
- You understand what approval represents in your organisation
If you are not qualified to assess a technical or safety-critical finding, refer it to an appropriate specialist.
Inspection status and result #
The inspection’s status and result represent different information.
| Item | What it indicates | Example |
|---|---|---|
| Status | Where the inspection is in the workflow | Submitted |
| Result | What the inspection found | Failed |
| Review decision | Whether the submitted record is accepted | Approved |
| Corrective-action status | Whether required follow-up has been completed | Open |
A failed inspection can still be approved if the reviewer confirms that the inspection was completed correctly and the failed result is accurate.
Similarly, an inspection marked as passed should not be approved if its responses or evidence are incomplete or unreliable.
Open the submitted inspection #
- Sign in to AssetIQ.
- From the sidebar, open Asset Inspections.
- Locate the submitted inspection.
- Open the inspection record.
- Review its summary and current status.
- Confirm that it is ready for review.
If filters are available, you may be able to display inspections with statuses such as Submitted, Awaiting Review or Pending Approval.
Use the exact status names available in your AssetIQ environment.
Confirm the inspection identity #
Before reviewing the checklist, confirm:
- Inspection title or reference
- Asset number and description
- Serial or registration number
- Inspection type
- Inspection date
- Assigned inspector
- Completion date and time
- Asset location
- Current inspection status
Make sure the inspection was conducted against the correct asset and inspection type.
If the wrong asset or checklist was used, do not approve the result merely because every question was answered.
Review the inspection summary #
Start with the overall inspection summary.
Review information such as:
- Overall inspection result
- Number of checklist questions
- Passed items
- Failed items
- Items marked not applicable
- Items that could not be verified
- Findings and defects
- Measurements
- Attachments
- Inspector comments
- Immediate actions
- Completion date
- Inspector declaration
The summary helps identify the areas requiring detailed examination.
Review the checklist #
Review each checklist section rather than relying only on the overall result.
Confirm that:
- All mandatory questions were answered
- Responses are consistent with the question wording
- Measurements use the correct units
- Required comments were provided
- Failed items contain enough detail
- Not-applicable responses are justified
- Items that could not be inspected are explained
- Required photographs or attachments are present
- Checklist responses do not contradict one another
- The overall result reflects the individual responses
Pay particular attention to negatively worded yes-or-no questions.
For example:
- “Is the safety guard fitted?” — Yes normally represents an acceptable result.
- “Is any structural damage visible?” — Yes indicates a potential problem.
Review measurements #
Where the checklist includes measurements:
- Confirm that a value was entered.
- Check the unit of measurement.
- Compare the value with the defined acceptance range.
- Review any unusual or borderline readings.
- Confirm that a failed reading produced the appropriate result.
- Check photographs of instruments where required.
- Request clarification if the value appears incomplete or unreasonable.
Do not approve a measurement solely because a number was entered. Confirm that the number is meaningful and within the required range.
Review items marked Not Applicable #
For every significant item marked Not Applicable, determine whether:
- The question genuinely does not apply to the asset
- The inspector provided a reasonable explanation
- The item was not used to avoid a difficult check
- The item was not inaccessible rather than inapplicable
- The checklist is suitable for the asset
If an item applies but could not be inspected, it should normally be recorded as Unable to Verify, Not Inspected or the equivalent available response.
Repeated inappropriate use of Not Applicable may indicate a training or checklist-configuration issue.
Review inspection findings #
For each finding or defect:
- Open the finding.
- Review the related checklist question.
- Read the inspector’s description.
- Confirm the location of the defect.
- Review the selected finding type.
- Assess the severity.
- Examine photographs and attachments.
- Review measurements or test results.
- Check the immediate action taken.
- Determine whether follow-up is required.
The finding should contain enough information for another person to understand the issue without needing to repeat the entire inspection.
See Record Inspection Findings and Defects for guidance on expected finding quality.
Assess the severity #
Confirm that each finding’s severity reflects your organisation’s approved criteria.
Consider:
- Potential impact on safety
- Risk of equipment failure
- Environmental impact
- Operational impact
- Legal or compliance implications
- Likelihood of the condition worsening
- Whether the asset remains usable
- Urgency of corrective action
- Whether similar defects have occurred previously
If the severity appears incorrect, follow the available review process to correct it or return the inspection for clarification.
Do not reduce a severity simply to avoid escalation, downtime or corrective work.
Assess whether the asset can remain in use #
A reviewer may need to determine whether the asset:
- Can continue operating normally
- Can operate with restrictions
- Requires monitoring
- Must be repaired before its next use
- Requires specialist assessment
- Must remain isolated
- Is not fit for use
This decision should be based on:
- The nature and severity of the findings
- Applicable safety requirements
- Manufacturer instructions
- Technical advice
- Organisational procedures
- Legal or regulatory requirements
- Existing operational restrictions
Do not change the asset’s operational status unless you are authorised to do so.
Safety: If a submitted inspection reveals an immediate hazard that has not been controlled, initiate the required safety response immediately. Do not wait for the approval workflow to finish.
Review photographs and attachments #
Confirm that supporting evidence:
- Relates to the correct asset
- Relates to the correct finding
- Clearly shows the relevant condition
- Is readable and in focus
- Provides sufficient context
- Supports the recorded description
- Does not contain inappropriate or unnecessary information
- Includes required technical or compliance evidence
A photograph should support the written finding, not replace it.
Request more information when the evidence is unclear or insufficient.
Review immediate actions #
Check whether the inspector recorded any immediate response, such as:
- Stopping asset use
- Isolating the asset
- Applying a warning tag
- Notifying a supervisor
- Contacting maintenance
- Restricting operation
- Applying a temporary control
- Requesting specialist assessment
Confirm whether the action was appropriate to the finding’s severity.
For critical findings, verify that the issue was escalated outside AssetIQ where immediate notification was required.
Identify recurring findings #
Review the asset’s previous inspections where available.
Look for:
- Repeated failures of the same component
- A defect reported as corrected but found again
- Increasing measurements or deterioration
- Repeated temporary repairs
- Frequently missed checklist items
- Similar defects across related assets
- Continuing use despite unresolved findings
Recurring issues may require broader action, such as:
- A maintenance-strategy review
- A technical investigation
- Updated operating procedures
- Inspector or operator training
- A revised checklist
- Inspection of similar assets
- Replacement planning
Decide whether follow-up is required #
A submitted inspection may require one or more follow-up actions.
These may include:
- Creating a maintenance work order
- Raising a repair request
- Recording a fault
- Assigning a corrective action
- Arranging specialist assessment
- Restricting asset use
- Updating the asset status
- Replacing a label or component
- Scheduling another inspection
- Monitoring the condition
- Escalating a compliance issue
- Taking no further action
The inspection finding records what was observed. A follow-up action records what must be done about it.
See Create Follow-up Actions or Work Orders.
Add reviewer comments #
Record comments that explain the review decision and any required next action.
Useful reviewer comments may include:
- Why the inspection was approved
- Why it was returned or rejected
- Clarification provided by the inspector
- A revised severity assessment
- Operational restrictions
- Required corrective action
- The responsible person or team
- Required completion date
- Reason no further action is necessary
Preferred comment #
“Inspection accepted as complete. Hydraulic leak is classified as High severity. Asset must remain isolated. Maintenance work order WO-1042 has been created for hose replacement and pressure testing.”
Comment to avoid #
“Approved. Please fix.”
Reviewer comments should provide a clear, traceable explanation.
Approve the inspection #
Approve the inspection when:
- The correct asset and inspection type were used
- Mandatory questions were completed
- Responses are internally consistent
- Measurements are credible
- Findings are adequately described
- Required evidence is attached
- Severity classifications are appropriate
- Immediate safety actions were taken where required
- Follow-up requirements have been identified
- The overall result accurately represents the inspection
To approve the result:
- Open the submitted inspection.
- Complete the detailed review.
- Enter reviewer comments.
- Select Approve, Accept or the corresponding action.
- Review any confirmation message.
- Confirm the decision.
- Check that the inspection status has changed.
- Confirm that required follow-up remains visible.
Approval confirms that the inspection record has been reviewed and accepted. It does not automatically close the recorded defects.
Return an inspection for correction #
Return the inspection when the record can be corrected or clarified by the inspector.
Reasons may include:
- A mandatory response is missing
- A failed item lacks a description
- A measurement has no unit
- Required evidence is missing
- A response contradicts the comment
- Not Applicable was used incorrectly
- The severity requires clarification
- An attachment is unreadable
- The inspector’s declaration is incomplete
- More information is required
To return the inspection:
- Open the review action.
- Select Return, Request Changes or the corresponding option.
- Enter a specific explanation.
- Identify what must be corrected.
- Confirm the action.
- Check that the inspector can edit and resubmit it.
- Monitor the inspection until it is returned for review.
Avoid comments such as “Please correct.” State exactly what information is missing or incorrect.
Reject the inspection #
Reject an inspection when it is fundamentally invalid and cannot be corrected through normal clarification.
Possible reasons include:
- The wrong asset was inspected
- The wrong inspection type or checklist was used
- The inspection was completed by an unauthorised person
- The physical inspection did not occur
- The record contains unreliable or fabricated responses
- The inspection must be performed again
- A required specialist inspection was performed by an unqualified person
To reject the inspection:
- Confirm that rejection is appropriate.
- Record a clear reason.
- Select Reject or the corresponding action.
- Confirm the decision.
- Determine whether a replacement inspection is required.
- Notify the responsible person where necessary.
Do not reject a correctly completed inspection simply because it contains failed results. A genuine failure is a valid inspection outcome.
Approval versus successful inspection #
Approval and a successful inspection result are not the same.
| Scenario | Appropriate interpretation |
|---|---|
| Passed inspection approved | The record is accepted and the inspection requirements were met |
| Failed inspection approved | The record is accepted, and the recorded failure is valid |
| Passed inspection returned | The claimed result may be acceptable, but the record is incomplete or unclear |
| Inspection rejected | The inspection record is not reliable or valid for its intended purpose |
| Inspection approved with open actions | The inspection is accepted, but corrective work remains outstanding |
Never alter a failed result to passed merely because the inspection has been approved.
Confirm follow-up responsibility #
Before completing the review, confirm:
- Which findings require action
- Who is responsible
- What action is required
- The required completion date
- Whether the asset has operational restrictions
- Whether a work order has been created
- Whether another inspection is required
- Who can authorise return to service
- How completion will be verified
An inspection should not disappear from attention merely because its review is complete.
Confirm the final status #
After approving, returning or rejecting the inspection:
- Check the updated workflow status.
- Confirm that reviewer comments were saved.
- Confirm that findings remain visible.
- Verify any linked follow-up actions.
- Check the asset’s operational status where relevant.
- Confirm that notifications were issued if required.
- Retain supporting evidence according to policy.
Use the inspection history to verify who reviewed the record and when.
Reopen or amend an approved inspection #
An approved inspection should only be reopened or amended through an authorised process.
If an error is discovered:
- Confirm what information is incorrect.
- Do not overwrite valid historical information without approval.
- Contact the AssetIQ administrator or inspection owner.
- Record the reason for the correction.
- Follow the available reopening or amendment process.
- Ensure the change remains traceable.
- Reassess any affected corrective actions or operational decisions.
If reopening is unavailable, follow your organisation’s process for adding a correction note or conducting a replacement inspection.
Common issues #
The submitted inspection is not visible #
Confirm that:
- You are signed in to the correct organisation
- The inspection was submitted successfully
- You have reviewer permissions
- You can access the asset’s business unit or location
- The inspection is assigned to the correct reviewer
The approval action is unavailable #
Your role may not have approval permission, or the inspection may not be in the required status.
Check the workflow status and contact your AssetIQ administrator.
Required evidence is missing #
Return the inspection with a specific request for the required photograph, measurement, document or explanation.
Do not approve an incomplete record when the evidence is mandatory.
The severity appears incorrect #
Review the approved severity criteria. Return the inspection for clarification or adjust the severity if your role and process permit it.
Record the reason for any change.
The overall result conflicts with the checklist #
Review failed items, measurements and negatively worded questions.
Do not approve the inspection until the contradiction is understood and corrected.
The inspection failed, but the asset is still operating #
Determine whether operation is authorised and safe. If the finding creates an immediate risk, initiate the required isolation and escalation process.
Corrective action has not been created #
Approval does not always create follow-up automatically. Create or assign the required action using the approved process.
The inspector cannot edit a returned inspection #
Confirm that the inspection status changed successfully and that the inspector has permission to amend it. Contact your administrator if required.
Recommended practices #
When reviewing inspection results:
- Review the full checklist, not only the summary
- Confirm the asset and inspection type
- Examine all failed and exceptional responses
- Check measurement values and units
- Verify photographs and supporting evidence
- Apply severity criteria consistently
- Treat safety-critical findings urgently
- Use clear reviewer comments
- Return incomplete records with specific instructions
- Do not reject an inspection merely because it failed
- Confirm follow-up responsibility
- Keep unresolved defects visible after approval
- Maintain a traceable review history
- Review recurring findings for wider improvement opportunities
Next steps #
After approving the inspection:
- Create Follow-up Actions or Work Orders
- View and Export Inspection Results
- Confirm that corrective actions have been assigned
- Monitor critical or overdue findings
- Arrange reinspection where required
For related guidance, see:
