Understanding Templates

Templates are fundamental to how SwiftReporter structures your reports. They act as blueprints, defining the layout, standard content, and organization of your final inspection report.

Purpose of Templates

Consistency: Ensure all your reports follow a standardized format across all inspections.

Structure: Define the main categories and subcategories that will appear in the report and their order.

Content Management: Organize and provide access to reusable content including:

• Standard introductory text and summaries
• Required notes and disclaimers
• Comment libraries for quick observation creation
• Template questions and form fields

Efficiency: Save time by pre-populating common report sections and providing quick access to standardized content.

Template Components

Categories and Subcategories

Templates organize inspection content into logical sections:

• Categories: Main inspection areas (e.g., "Electrical System", "Plumbing System")
• Subcategories: Specific components within categories (e.g., "Main Panel", "GFCI Outlets")

Comments Integration

Templates provide access to your personal comment library:

• Filtered Access: Comments are filtered by template, category, and subcategory for relevance
• Organization: Your comment library is structured around template categories
• Quick Application: Apply pre-written observations during inspections
• Two Types Available:
  • Defect Comments: For issues requiring action (include recommendations and severity)
  • Note Comments: For informational content (general observations and context)

💡 Tip: Comments are reusable content from your personal library that can be applied to observations during inspections.

Required Notes

Templates can include mandatory note selections that must be completed during inspections:

• Template-Defined: Set up during template creation/editing
• Mandatory Completion: Must be filled before finalizing reports
• Two Selection Types:
  • Dropdown Notes: Select one option from available choices
  • Checkbox Notes: Select multiple applicable options
• Progress Tracking: Incomplete required notes affect inspection progress

ℹ️ Note: Required notes are different from comment library items - they are template-specific mandatory fields.

Template Questions

Interactive form fields that gather specific information:

• Question Types: Text input, checkboxes, dropdowns
• Default Answers: Pre-configured responses when appropriate
• Mandatory Fields: Required questions must be completed
• Report Integration: Answers appear in generated reports

Comments vs. Notes in Templates

Understanding the distinction is important for effective template usage:

Comments (Library Items)

• Personal Library: Your reusable collection of observations
• Template-Filtered: Organized by template for relevance
• Applied During Inspection: Used when creating observations
• Two Types: Defect comments (with recommendations) and note comments (informational)
• Searchable: Use AI-powered search to find relevant content

Required Notes (Template Fields)

• Template-Specific: Defined within each template
• Mandatory Selection: Must be completed for report finalization
• Pre-Defined Options: Choose from template-configured note options
• Selection Types: Dropdown (single choice) or checkbox (multiple choice)
• Progress Tracking: Tracked as part of inspection completion

Template Settings

Templates include configurable settings that control workflow and report formatting:

Observation Settings

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

Report Format Settings

• Enable Cover Page: Include professional cover page with property details
• Enable Table of Contents: Add navigation section for easier report navigation
• Report Layout: Control overall report structure and presentation

Template Creation and Sources

SwiftReporter provides multiple ways to obtain templates:

Template Sources

• Create Blank: Build templates from scratch with complete customization
• AI PDF Creation: Upload PDFs and automatically generate template structure
• Spectora Import: Import existing Spectora templates via CSV/Excel export
• Pre-built Library: Access professionally designed, ready-to-use templates

Template Customization

All templates, regardless of source, can be:

• Fully Customized: Modify structure, questions, and settings
• Settings Configured: Control severity, cover pages, table of contents
• Comment Integration: Associate with your personal comment library
• Report Formatting: Adjust professional presentation options

Template Selection Impact

When you start a new inspection, your template choice affects:

• Available Comments: Only comments associated with the selected template appear in searches
• Required Completion: Template-specific required notes must be completed
• Report Structure: Categories and subcategories determine report organization
• Content Access: Questions and note options are template-specific
• Report Formatting: Cover page, table of contents, and severity options based on template settings

Template-Based Workflow

During Template Setup

1. Define Structure: Create categories and subcategories
2. Add Required Notes: Set up mandatory note selections
3. Create Questions: Add template-specific form fields
4. Associate Comments: Build comment library organized by template

During Inspections

1. Select Template: Choose appropriate template for inspection type
2. Access Comments: Search template-specific comment library
3. Complete Required Notes: Fill mandatory template note selections
4. Answer Questions: Complete template-defined form fields
5. Create Observations: Use comments or create custom content

Best Practices

Template Organization

• Logical Structure: Organize categories and subcategories logically
• Consistent Naming: Use clear, descriptive names for all sections
• Appropriate Depth: Balance detail with usability
• Industry Standards: Follow recognized inspection methodologies

Templates provide a unified system where comments supply reusable observation content, required notes ensure consistent mandatory information, questions gather specific inspection data, and structure organizes everything professionally.