Creating and Managing Comments

Understanding Comment Types

Defect Comments

Defect comments identify issues that require action or attention. They are comprehensive observations that include:

Required Fields:

• Title: Brief, descriptive name for the defect
• Description: Detailed explanation of the issue
• Recommendation: Specific action needed to address the defect
• Template: Which inspection template this applies to
• Category: Main inspection area (e.g., "Electrical System")
• Subcategory: Specific component (e.g., "Main Panel")

Optional Fields:

• Severity: Priority level (Monitor/Maintenance, Recommendations/Improvement, Material Defects/Safety)
• Location: Specific location where defect was found

Example Defect Comment:

Title: GFCI Outlet Not Working
Description: GFCI outlet in kitchen does not reset when tested. Pressing test button does not trip the outlet, and reset button has no effect.
Recommendation: Replace GFCI outlet and verify proper wiring connections. Test all downstream outlets to ensure proper GFCI protection.
Severity: Material Defects/Safety
Location: Kitchen counter near sink

Note Comments

Note comments provide informational content for reports without requiring action. They include:

Required Fields:

• Title: Brief, descriptive name for the note
• Description: Complete informational content
• Template: Which inspection template this applies to
• Category: Main inspection area
• Subcategory: Specific component

Creating Comments

From the Comments Library

1. Navigate to Comments: Go to the Comments section in your app
2. Add New Comment: Tap the "+" or "Add Comment" button
3. Select Comment Type: Choose "Defect" or "Note"
4. Fill in Required Information:
   • Enter a clear, descriptive title
   • Write comprehensive description
   • For defects: Include specific recommendation
   • Select template, category, and subcategory
5. Add Optional Details: Include severity and location if applicable
6. Save Comment: The comment is automatically added to your library

From Observations

When you create a detailed observation during an inspection, you can save it to your comment library:

1. Complete Observation: Fill in all observation details
2. Save to Library: Use the "Save to Comment Library" option
3. Review Content: The system pre-fills the comment with observation data
4. Edit if Needed: Modify any fields to make the comment more reusable
5. Save to Library: The comment is added to your personal library

Tip: Creating comments from real observations ensures they're based on actual field experience and are immediately useful.

Organizing Your Comment Library

Template Association

Comments should be organized by template for maximum relevance:

Best Practices:

• Create template-specific comments for unique requirements
• Use general comments for issues common across templates
• Keep template associations up-to-date
• Consider creating master templates for common issues

Category and Subcategory Structure

Follow your template's category structure:

Example Structure:

Template: Residential Inspection
├── Electrical System
│   ├── Main Panel
│   ├── GFCI Outlets
│   └── Lighting Fixtures
├── Plumbing System
│   ├── Water Heater
│   ├── Fixtures
│   └── Supply Lines
└── HVAC System
    ├── Heating Equipment
    ├── Ductwork
    └── Ventilation

Naming Conventions

Use consistent naming patterns for easy searching:

Good Naming Examples:

• "GFCI Outlet Not Working"
• "Water Heater Temperature Relief Valve Missing"
• "Electrical Panel Overcrowded"
• "Inspection Limitations - Weather"

Avoid:

• Generic names like "Electrical Issue"
• Abbreviations that aren't universally understood
• Location-specific names for reusable content
• Overly technical jargon

Managing Existing Comments

Editing Comments

1. Find the Comment: Use search or browse by category
2. Select Edit: Choose the edit option for the comment
3. Update Content: Modify any fields as needed
4. Save Changes: Updates apply to future usage

Warning: Editing a comment doesn't change past observations or reports where it was used. Changes only apply to future applications.

Usage Tracking

The system automatically tracks:

• Usage Count: How many times you've used each comment
• Last Used: When the comment was last applied
• Most Popular: Your most frequently used comments
• Unused Items: Comments that haven't been used recently

Use this data to:

• Identify your most valuable comments
• Find unused comments to review or remove
• Optimize your library organization
• Understand your inspection patterns

Best Practices for Comment Creation

Content Quality

1. Be Specific: Include detailed descriptions that clearly explain the issue
2. Use Professional Language: Maintain a professional tone throughout
3. Include Context: Provide enough detail for someone else to understand
4. Action-Oriented: For defects, include clear, actionable recommendations

Tip: The most successful comment libraries are those that grow organically from real inspection experience while maintaining high standards for quality and organization.