Create and Assign an Asset Inspection

Overview #

Create an asset inspection when an asset needs to be assessed for condition, safety, functionality, maintenance or compliance purposes.

When creating the inspection, select the asset and inspection type, enter the required details, assign a suitable inspector and confirm when the inspection should be completed.

The inspection type normally determines which checklist must be completed.

Before you begin #

Before creating an asset inspection, make sure that:

• The asset exists in AssetIQ
• The asset record contains enough information to identify it
• The appropriate inspection type is available
• The inspection type uses the correct checklist
• The intended inspector is an active AssetIQ user
• The inspector has the required role and permissions
• The inspector is competent to perform the required checks
• The asset can be accessed safely
• The required completion date is understood
• Any special instructions or evidence requirements are known

To understand how inspection types and checklists work, see Understand Inspection Types and Checklists.

Permissions: The actions available to you depend on your assigned AssetIQ role. Contact your AssetIQ administrator if you cannot create or assign an inspection.

Open Asset Inspections #

1. Sign in to AssetIQ.
2. From the sidebar, open Asset Inspections.
3. Open the inspection list.
4. Select Create, Add Inspection or the corresponding new-inspection button.

The inspection-creation form opens.

Use the exact menu and button names displayed in your AssetIQ environment.

Select the asset #

Choose the asset that needs to be inspected.

Depending on the available controls, you may be able to find the asset using:

• Asset number
• Asset name or description
• Serial number
• Category
• Location
• Business unit
• Assigned user
• QR code
• Another unique identifier

After selecting the asset, confirm that it is the correct record.

Review details such as:

• Asset number
• Asset description
• Serial number
• Make and model
• Category
• Current location
• Business unit
• Operational status

Important: Asset names can be similar. Confirm the asset using a unique identifier before creating the inspection.

If the asset cannot be found, check that you are using the correct organisation and that your role provides access to the asset.

Select the inspection type #

Select the inspection type that matches the purpose of the inspection.

For example, the inspection might be created for:

• A pre-use check
• A routine condition inspection
• A safety inspection
• A preventive-maintenance inspection
• A handover or return inspection
• A post-repair inspection
• A compliance inspection
• A damage assessment

The inspection type may determine:

• Which checklist is displayed
• Which questions are mandatory
• Which responses are available
• Whether photographs are required
• What constitutes a failed result
• Whether review or approval is required
• What follow-up process should be used

Choose the type based on the inspection’s actual purpose. Do not select an unrelated type merely to continue creating the inspection.

Review the checklist #

If AssetIQ displays the associated checklist during creation, review it before assigning the inspection.

Confirm that:

• The checklist applies to the selected asset
• The required areas are covered
• The questions are appropriate
• Mandatory items are identifiable
• Any required measurements can be taken
• Photograph or attachment requirements are understood
• The inspector is qualified to complete the checks

If the checklist is incorrect, stop and confirm the selected inspection type.

Contact your AssetIQ administrator if the correct checklist is unavailable. Do not assign an unsuitable checklist to the inspector.

Enter the inspection details #

Complete the required information on the inspection form.

Depending on your organisation’s configuration, the form may include the following fields.

Inspection title or reference #

Enter a clear title that identifies the asset and purpose of the inspection.

Examples include:

• CRN-0042 Monthly Safety Inspection
• Vehicle FLT-018 Pre-use Inspection
• Generator GEN-006 Post-repair Inspection
• Melbourne Warehouse Forklift Condition Check

Avoid generic titles such as:

• New Inspection
• Asset Check
• Monthly Inspection
• Equipment Review

A specific title makes the inspection easier to find, assign and review later.

Inspection date #

Enter the planned inspection date if this field is available.

The inspection date should reflect when the physical examination is expected to take place.

Due date #

Enter the date by which the inspection must be completed.

When selecting the due date, consider:

• The urgency of the inspection
• The asset’s intended use
• The inspector’s availability
• Whether the asset must be inspected before operation
• Any maintenance or compliance deadline
• Time required to review the result

Do not set a due date after the asset is expected to be used if the inspection must occur before use.

Priority #

Select the appropriate priority if AssetIQ provides this option.

The available priorities may include values such as:

• Low
• Normal
• High
• Urgent

Use priority consistently. Do not classify routine inspections as urgent unless immediate attention is genuinely required.

Location #

Confirm or select the location where the inspection will be conducted.

The inspection location may differ from the asset’s recorded location if the asset has been temporarily moved. If the asset record is incorrect, follow the authorised process for correcting it.

Description or purpose #

Explain why the inspection is being created.

Include enough information for the inspector to understand:

• The purpose of the inspection
• What needs particular attention
• Any known issue or previous finding
• Whether the inspection is required before use
• Any operational or compliance requirement

Instructions #

Enter any special instructions the inspector needs.

For example:

• Inspect before the beginning of the next shift
• Pay particular attention to the hydraulic leak reported near the rear stabiliser
• Attach photographs of all damaged areas
• Record the operating-hour reading
• Do not operate the asset if the emergency stop fails
• Contact the maintenance manager if a safety-critical defect is identified

Instructions should supplement the checklist, not replace required checklist questions.

Assign the inspector #

Select the person responsible for conducting the inspection.

Before assigning the inspection, confirm that the user:

• Is active in AssetIQ
• Can access the selected asset
• Can access the location
• Has permission to conduct inspections
• Understands the asset or equipment
• Is competent to complete the required checks
• Can complete the inspection by the due date
• Has access to any required tools or measuring equipment

Do not assign a specialist or legally controlled inspection to an unqualified user merely because that person is available in AssetIQ.

Safety and competence: AssetIQ can record who performed an inspection, but your organisation remains responsible for ensuring that the assigned person is authorised and competent.

Assigning inspections to yourself #

If permitted, you may assign the inspection to yourself.

Before doing so, confirm that:

• You are responsible for conducting the inspection
• You can access the asset
• You understand the checklist
• You are authorised and competent
• You can meet the required completion date

Do not assign the inspection to yourself if an independent or specialist reviewer is required.

Assigning an inspection to a team #

If the current AssetIQ configuration allows assignment to a team or group:

1. Select the appropriate team.
2. Confirm who will be responsible for completing the inspection.
3. Make sure that team members can access the asset and inspection.
4. Confirm how completion responsibility will be recorded.
5. Avoid assigning the same inspection to multiple groups unnecessarily.

Follow your organisation’s process for team-based inspections.

If only individual assignment is available, select the responsible inspector.

Add supporting information #

If attachments are available during inspection creation, add any information needed by the inspector.

Supporting information might include:

• Previous inspection findings
• Photographs of a reported problem
• Maintenance instructions
• Manufacturer guidance
• Technical drawings
• Compliance documents
• A previous repair report
• Site-access information

Only upload relevant information. Avoid attaching obsolete, duplicated or sensitive documents unless they are required for the inspection.

Review the inspection before saving #

Before creating or issuing the inspection, verify the following:

• The correct asset has been selected
• The inspection type matches the purpose
• The appropriate checklist is attached
• The inspection title is clear
• The planned and due dates are correct
• The location is correct
• The appropriate inspector has been assigned
• The inspector is competent to perform the checks
• Instructions are clear
• Supporting information has been included where required
• The priority accurately reflects the urgency

Correcting these details before the inspection begins reduces the risk of inaccurate or incomplete results.

Save the inspection #

After reviewing the information:

1. Select Save, Create or the corresponding confirmation button.
2. Wait for AssetIQ to confirm that the inspection has been created.
3. Open the new inspection record.
4. Review the displayed details.
5. Confirm the assigned inspector.
6. Confirm the inspection’s current status.
7. Review the checklist, where available.

The inspection should now appear in the Asset Inspections list.

Make the inspection available to the inspector #

Depending on your organisation’s workflow, saving the inspection may create it as a draft.

If another action is required:

1. Open the saved inspection.
2. Review its details.
3. Select Assign, Issue, Release or the corresponding workflow action.
4. Confirm the action if prompted.
5. Check that the status has changed.
6. Confirm that the assigned inspector can access it.

Do not assume that a saved draft has automatically been issued to the inspector.

Confirm the assignment #

After creating the inspection:

1. Open the inspection record.
2. Confirm the inspector’s name.
3. Check the inspection status.
4. Confirm the due date.
5. Verify that the checklist is available.
6. Confirm that the inspection appears in the inspector’s assigned work, where possible.
7. Notify the inspector if required by your organisation’s process.

If the inspector cannot access the inspection, check:

• The assigned user
• The user’s status
• Their role and permissions
• Organisational or business-unit access
• Location access
• The inspection’s workflow status

Edit an inspection before it starts #

If you identify an error before the inspection begins:

1. Open Asset Inspections.
2. Find and open the relevant inspection.
3. Select Edit, if available.
4. Correct the required information.
5. Save the changes.
6. Confirm that the updated details are displayed.
7. Notify the assigned inspector if the change affects their work.

Depending on the workflow, some details may become unavailable for editing after the inspection starts.

Avoid changing the asset, inspection type or checklist after responses have been recorded.

Reassign an inspection #

If the assigned inspector cannot complete the inspection and reassignment is permitted:

1. Open the inspection.
2. Confirm that it has not already been completed.
3. Select Edit or Reassign.
4. Choose the new inspector.
5. Review the due date and instructions.
6. Save or confirm the reassignment.
7. Notify the new inspector.
8. Confirm that the previous inspector no longer has active responsibility.

If the inspection is already in progress, review any saved responses before reassigning it. Follow your organisation’s process to avoid losing information or creating unclear accountability.

Cancel an inspection #

Cancel an inspection only when it is no longer required or was created incorrectly.

Before cancelling it:

• Confirm that you selected the correct inspection
• Check whether work has already started
• Review any saved findings
• Record the cancellation reason
• Inform the assigned inspector
• Confirm whether a replacement inspection is required

Do not delete or cancel a completed inspection merely because it contains an unfavourable result.

Retain the record according to your organisation’s governance requirements.

Common issues #

The asset is not available for selection #

Confirm that:

• You are signed in to the correct organisation
• The asset is active
• You have access to its business unit or location
• The asset has not been archived
• You are searching with the correct identifier

Contact your AssetIQ administrator if the asset remains unavailable.

The required inspection type is missing #

Review the available inspection types and check whether the required type uses another name.

The type may be inactive, restricted to particular assets or unavailable to your role. Contact your AssetIQ administrator.

The wrong checklist is displayed #

Confirm the selected asset and inspection type.

Do not continue if the checklist does not apply to the asset. Contact the administrator responsible for inspection configuration.

The inspector does not appear in the assignment list #

The user may:

• Be inactive
• Lack inspection permissions
• Belong to another organisation or business unit
• Lack access to the selected asset or location
• Not be eligible for the selected inspection type

Ask your AssetIQ administrator to review the user’s access.

The inspection cannot be saved #

Check for:

• Missing mandatory fields
• An invalid due date
• No selected asset
• No inspection type
• No assigned inspector
• A validation message
• An inactive configuration item

Complete or correct the required information and try again.

The inspector cannot see the inspection #

Confirm that the inspection was issued or assigned rather than saved only as a draft.

Also check the assigned user, workflow status, permissions and organisational access.

The wrong asset was selected #

If the inspection has not started, edit or cancel it according to your available options and create it for the correct asset.

If responses have already been recorded, do not transfer those results to another asset. Follow your organisation’s correction process.

A duplicate inspection was created #

Check whether either inspection has started.

If neither has started, retain the correct inspection and cancel the duplicate with an explanation. Do not allow two inspectors to unknowingly complete the same requirement.

Recommended practices #

When creating and assigning inspections:

• Confirm the asset using a unique identifier
• Choose the inspection type based on its actual purpose
• Review the associated checklist
• Use clear and consistent inspection titles
• Set realistic completion dates
• Provide specific instructions
• Assign a competent inspector
• Include relevant supporting information
• Review every detail before saving
• Confirm that the inspection was issued successfully
• Avoid changing the checklist after work begins
• Follow up on overdue inspections
• Retain cancelled or superseded records according to policy

Next steps #

After creating and assigning the inspection, continue with:

• Conduct and Submit an Asset Inspection
• Record Inspection Findings and Defects
• Review and Approve Inspection Results
• Create Follow-up Actions or Work Orders

For related guidance, see:

• Introduction to Asset Inspections
• Understand Inspection Types and Checklists