Adding Observations

Observations are the individual findings or notes you record during an inspection. Each observation represents a specific issue, note, or point of interest that will be included in your final report.

Creating a New Observation

From the Inspection Screen

1. Navigate to Inspection: Open the specific inspection where you want to add an observation
2. Locate Add Button: Find the "Add Observation" button in the observations section
3. Tap to Create: Tap "Add Observation"
4. Automatic Setup: The app automatically:
   • Creates a new observation with a unique ID
   • Associates it with the current inspection
   • Opens the Observation Screen for immediate editing

The Observation Screen Interface

Once created, you'll be on the Observation Screen with these key areas:

Classification Section

• Category Dropdown: Select the primary category from your template
  • Searchable dropdown with template-defined categories
  • Required before you can select a subcategory
• Subcategory Dropdown: Select specific subcategory
  • Options filtered based on selected category
  • Only enabled after category selection

Content Areas

The screen displays read-only fields that get populated through various methods:

• Title: Summary of the observation
• Description: Detailed description of the finding
• Location: Specific location within the property
• Recommendation: Suggested actions or repairs

Content Capture Methods

Audio Recording

• Record Button: Large circular button at the bottom center
• Voice Notes: Record your spoken observations
• Automatic Transcription: Audio is transcribed to text automatically
• Multiple Recordings: Add multiple audio clips per observation

Photo Documentation

• "Take Photos" Button: Located at bottom right
• Camera Integration: Opens full camera interface
• Photo Grid: View and manage attached photos
• Photo Annotations: Add markings and notes to photos

AI-Powered Features

Smart Summarization

• Summarize Button: A clearly labeled Summarize action is available on every observation, on both web and mobile.
• Saves first, then runs: When you tap Summarize, the app first saves any pending changes (description text, transcription, etc.) and then runs the summary. You don't need to save manually first.
• Works with optional fields unset: The save-first step succeeds even when optional observation fields (for example severity) are not filled in. You don't have to pick a severity before tapping Summarize — if Summarize fails because severity is empty, that's a defect to report, not expected behavior.
• No-input short-circuit: If the observation has no real input — no description text, no transcribed audio, and no photos — Summarize exits immediately without calling the AI. You'll see no field changes. Add at least one of those inputs and try again.
• Automatic Analysis: AI analyzes your available transcriptions, photos, and existing observation text
• Customer-ready prose: The summary is written as the finding a paying customer will read. It is impersonal and present-tense, doesn't name "the inspector," and doesn't reference the audio, transcript, or photos. It uses the active template's industry vocabulary (for example marine on a marine template) and your template's configured severity labels.
• Field Population: Automatically fills in:
  • Observation title
  • Detailed description
  • Location information
  • Recommended actions
  • Appropriate category/subcategory classification

AI Activation Requirements

The AI summarization feature becomes available when:

• You have at least one transcription, photo, or description entered
• Audio recordings you want included have been transcribed
• The observation has new content since the last save (the save-first step handles this for you)

Workflow Best Practices

Recommended Process

1. Record First: Start by recording your spoken observations
2. Add Photos: Capture relevant images while on-site
3. Wait for Transcription: Allow audio to be processed
4. Use AI Summary: Tap "Summarize" to auto-populate fields
5. Review and Edit: Verify the AI-generated content is accurate
6. Categorize: Ensure proper category and subcategory selection

Manual Entry

While AI can populate fields, you can also:

• Manually select categories and subcategories
• Enter a description and use "Summarize" even without audio
• Review and modify AI-generated content
• Add additional context not captured in recordings

Data Management

Auto-Save

• Changes are automatically saved as you work
• No manual save required
• Real-time synchronization with the server

Status Tracking

• Draft Status: New observations start in draft mode
• Complete Status: Marked complete after AI processing
• Dirty Flag: Tracks when content has been modified

Navigation

Returning to Inspection

• Use the back navigation to return to the Inspection Screen
• Your observation is automatically saved and appears in the observations list

Camera Interface

• "Take Photos" opens a modal camera interface
• Close button returns you to the observation screen
• Photos are automatically associated with the observation

Tips for Effective Observations

Audio Quality: Speak clearly and in a quiet environment for better transcription accuracy.

Photo Strategy: Take photos before and after any issues, and include overview shots for context.

Categorization: Proper categorization helps organize your final report effectively.

AI Review: Always review AI-generated content for accuracy - it's a starting point, not the final word.

Completeness: Include enough detail that someone reading the report will understand the issue and recommended action.