Table of Contents
Inspection Forms Guide
Learn how to design reusable inspection templates and fill them on the shop floor. Two flows: design your template (4 steps), then fill inspections (3 steps).
Start Inspection FormsWhat Are Inspection Forms?
Inspection Forms let you create digital checklists for quality inspections. Design a template once with the measurements and checks you need, then fill it repeatedly for each lot, order, or production run. Results are scored automatically and saved for your records.
When Should I Use This Tool?
- When you need a standardized checklist for incoming, in-process, or final inspection
- When operators on the shop floor need a simple way to record measurements and pass/fail checks
- When you want to track inspection results over time and share them with your team
Before You Start
Have the following ready:
- A list of the measurements and checks to include (dimensions, visual checks, functional tests)
- Specifications and tolerances for each numeric measurement
Part 1: Design Your Template
First, create an inspection template that defines what to inspect. You only need to do this once per product/operation. The template can be reused for every inspection run.
1 Template Setup
Give your template a name and optionally enter the product and operation it applies to.
- Template Name (required)
- A descriptive name for this template. Example: "Final Inspection - Shaft Assembly A-200"
- Product / Part Number (optional)
- The product or part number this template applies to.
- Operation (optional)
- The manufacturing operation or inspection point (e.g., "Op 30 - Grinding", "Incoming Inspection").
Click to view screenshot
2 Add Inspection Items
Add the items your inspector will check. Each item can be a numeric measurement, a pass/fail visual check, or a text observation.
Numeric Items
Numeric Items
For numeric items, enter the dimension name, nominal value, and upper/lower tolerance. The form will automatically calculate pass/fail when the inspector enters a measurement.
Pass/Fail Items
Pass/Fail Items
For pass/fail items, enter a description of the check (e.g., "Surface finish free of scratches", "Label correctly applied"). The inspector will toggle pass or fail.
Click to view screenshot
3 Preview Template
Review how your template will look when an inspector fills it. Check that all items are present, in the right order, and with correct tolerances.
Click to view screenshot
4 Save and Share Template
Save your template to your dashboard. Optionally, generate an operator access code so inspectors can fill the form without needing an account. You can also share the template with team members.
Click to view screenshot
Part 2: Fill an Inspection
Once a template exists, inspectors can fill it for each production run. This is the flow operators use on the shop floor.
5 Enter Header Information
Enter the inspector name, serial/lot number, and the date of inspection. This links the filled form to a specific production run.
Click to view screenshot
6 Record Measurements
Enter the measured value for each numeric item and toggle pass/fail for visual checks. Out-of-tolerance values are highlighted in red automatically.
Click to view screenshot
7 Review and Submit
Review all entered data and the overall pass/fail summary. If everything looks correct, submit the inspection. The result is saved to your dashboard and can be downloaded as a PDF.
Click to view screenshot
Operator Access Codes
When you save a template with an operator access code, anyone with the code can fill the form from the public fill page without creating an account. This is ideal for shop floor operators who need quick access on a shared tablet or phone.
Operator Access Codes
Tips & Best Practices
- Start with a simple template (5-10 items) and add more items after the first few inspection runs. Overly complex forms slow down inspectors.
- Use pass/fail items for visual checks and numeric items for measurements. Do not put measurements into pass/fail items.
- Print the operator access code as a QR card and post it at the inspection station for easy access.
- Review completed inspection forms weekly to spot trends in failing items. This can reveal tool wear, process drift, or training needs.
- If an inspection item fails frequently, use the SPC Quick Check tool to analyze whether the process is stable and capable for that dimension.