Creating and Editing Templates

SwiftReporter provides comprehensive template editing capabilities that allow you to create custom templates, organize content, and integrate comments and notes for efficient inspections.

Template Creation Options

SwiftReporter offers multiple methods for creating templates to suit different workflows and needs:

Creating Blank Templates

Manual Template Creation:

1. Navigate to Templates: Go to the Templates section in your app
2. Create New Template: Select "Create New Blank Template"
3. Template Configuration: Build template structure manually:
   • Template name and description
   • Categories and subcategories
   • Questions and form fields
   • Template settings and options

Best For:

• Custom inspection types requiring unique structure
• Specialized inspection requirements
• Complete control over template organization

AI-Powered PDF Creation

Automated Structure Extraction:

1. Upload PDF: Use the "Create From PDF" option
2. AI Processing: The system analyzes your PDF to extract:
   • Categories and subcategories
   • Questions and form fields
   • Comment content
   • Template structure
3. Review and Refine: Edit the generated template as needed

Best For:

• Converting existing inspection forms
• Replicating established inspection workflows
• Quick template creation from proven documents

Spectora Template Import

Seamless Migration:

1. Export from Spectora: Export template as Plain Text CSV/Excel
2. Import to SwiftReporter: Use "Import from Spectora" option
3. Automatic Conversion: System converts structure, questions, and comments
4. Customization: Refine imported template as needed

Pre-built Template Library

Professional Ready-Made Templates:

1. Browse Library: Access professionally designed templates
2. Select Template: Choose template matching your inspection type
3. Copy and Customize: System creates personal copy for modification
4. Immediate Use: Start inspecting right away

Template Structure Management

Categories and Subcategories

Adding Categories:

1. Template Editor: Open your template in edit mode
2. Add Category: Use the "+" button to add new categories
3. Configure Category:
   • Set category title and description
   • Define order and priority
   • Configure category-specific settings

Managing Subcategories:

1. Within Categories: Navigate to the category you want to edit
2. Add Subcategories: Create specific component areas
3. Organization: Arrange subcategories logically
4. Content Assignment: Associate questions and notes with subcategories

Required Notes Integration

Understanding Required Notes

Required notes are template-specific mandatory selections that ensure consistent information capture:

Two Types Available:

• Dropdown Notes: Inspector selects one option from available choices
• Checkbox Notes: Inspector can select multiple applicable options

Adding Required Notes

Step 1: Navigate to Subcategory

1. Template Editor: Open template in edit mode
2. Select Subcategory: Choose the subcategory for note placement
3. Find Required Notes Section: Locate the "Required Notes" area

Step 2: Create Note Group

1. Add Note Group: Click the "+" button next to "Required Notes"
2. Choose Type: Select dropdown or checkbox type
3. Set Title: Enter descriptive title for the note group

Comment Library Integration

Comments in your library are organized by template association and can be filtered by template for relevance during inspections.

Advanced Template Features

Template Settings

Observation Settings:

• Enable Severity: Add severity ratings (Low, Medium, High) to observations
• Enable Observation Summary: Auto-generate executive summary of all findings
• Summary Category: Designate which category contains the observation summary

Report Format Settings:

• Enable Cover Page: Include professional cover page with property and inspector details
• Enable Table of Contents: Add navigation section listing all categories and subcategories
• Report Layout: Control overall report structure and presentation

Best Practices Summary

Template Design

• User-Centered: Design templates for efficient inspector workflow
• Logical Organization: Structure categories and subcategories clearly
• Comprehensive Coverage: Include all necessary inspection areas
• Flexible Framework: Allow for unique situations while maintaining consistency

Effective template editing creates the foundation for efficient inspections and professional reports.