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

AI Template Builder (Draft Templates)

Generate a draft template from context:

1. Open Templates: Navigate to the Templates section
2. Launch the AI wizard: Choose the AI Template Wizard option
3. Provide context: Add type, location, standards, and optional instructions
4. Generate: Wait for the draft template to complete
5. Refine: Edit the draft in the standard template editor

AI Template Agent (Edit With Suggestions)

Use the AI Template Agent inside the Templates editor to propose and review structured edits (add/rename/reorder sections, update questions, and adjust settings).

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

Reordering Categories with Drag and Drop

1. Locate the drag handle: In the template editor, each category card has a drag handle on the left side of its header (stacked lines icon).
2. Click or tap and hold: Grab the handle on desktop or mobile.
3. Drag to a new position: Move the category up or down in the list.
4. Release to save: When you drop the category, SwiftReporter updates the category order automatically across the template and Complete Report editor.

Reordering Subcategories with Drag and Drop

1. Expand Subcategories: In a category, open the Subcategories section.
2. Use the subcategory drag handle: Each subcategory row has its own drag handle on the left side of the header.
3. Drag to reorder: Drag the subcategory up or down to change the order within that category.
4. Automatic saving: The new order is saved immediately and used throughout the report editor.

Duplicating Categories

1. Open the category options menu: Use the three-dots menu on the right of the category header (or the Category Options panel on mobile).
2. Select "Duplicate Category": SwiftReporter creates a new copy of the category, including its subcategories, questions, and required notes.
3. Review the copy: The duplicate appears near the original with "(Copy)" added to the name so you can quickly adjust text or settings without rebuilding from scratch.

Duplicating Subcategories

1. Open the subcategory options menu: On a subcategory header, use the three-dots menu (or Subcategory Options on mobile).
2. Select "Duplicate Subcategory": SwiftReporter duplicates the subcategory, including its questions and required notes.
3. Adjust the duplicate: The new subcategory is inserted near the original with "(Copy)" in the name so you can fine-tune labels and settings.

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.