InventoryBase's Dictionary system is what drives all your report data and speeds up typing and selecting the relevant rooms, items, descriptions and conditions within your report.
To manage your Dictionary, click Settings from the top menu bar and then click the Dictionary tab to view all the terms stored for your account.
The Dictionary will come pre-loaded with InventoryBase's pre-set library of terms which you can customise, add to and remove.
The Dictionary currently serves Items contextually according to what room they are in. Presently Descriptions and Conditions are global lists which will be suggested or selectable for any item you add to your report.
To add a Room that isn't already in your list, click on the plus symbol located above the list, type the new room name and press Enter.
Additionally, when you or your Clerk's add a new room to a report that is not in your Dictionary, it will automatically be added to your Dictionary.
To delete a room, click on the text for the room, on the right hand side next to specific details click the bin icon.
To edit the associated Items assigned to the room, click on the room's name in the list.
Your items list can be accessed by clicking any room name in the Rooms list.
You will notice an icon displaying either a grey or a blue coloured Globe. The blue Globe represents an Item that is marked Global, meaning it will display for every room. Grey Globe's are items that exist in other rooms, which can be assigned to the room you're in by ticking the checkbox to the left of the Item's name.
To add a new Item to this room, click in the Add an Item text field and type the new item name, followed by Enter to the Add button. The Item will be associated with this room only at first, but you can choose to make it Global for all rooms by clicking the grey Globe to change it to blue, or navigating to other specific rooms and ticking the Checkbox to the left of the new Item to make the associations.
To un-associate an Item with a room, simply untick the checkbox. To un-associate an Item with all rooms, click on the Globe to make it grey, or delete it by clicking on the bin icon to remove it permanently.
On live reports, clerks will be able to select any Global or Checked item from this list when the clerk has added this room to their report.
Additionally, when you or your clerks add a new Item to a room within a live report, this Item will be automatically added to your Dictionary and associated to this room.
The Descriptions list is selectable on all rooms and items.
To add a Description, likewise click the Add a Description field, type the description followed by Enter or the Add button. To Delete, select the bin icon.
You can select multiple descriptions for any item, so we recommend keeping terms like colours and materials separate, eg "White" and "wooden panel" to not have to add too many descriptions of similar terms, as you can add as many descriptions to an Item as you like.
The Conditions list is a global list that will be suggested or selectable for all rooms and items. To add a new condition, simply click in the Add a Condition text field and type the new condition, followed by Enter or the Add button to store it. To Delete, select the bin icon.
Your Clerks will be able to add multiple conditions from this list to each Item when typing up a report.
Additionally, when a new condition is added to the live report which is not in your Dictionary, a button will appear over the condition giving you or your Clerk the option to store this condition to your Dictionary. This condition will then be selectable for any further Items within the report.
KEYS, METERS, ALARMS AND MANUALS
Add different types of keys, meters, alarms and manuals you can expect to find out a property. We have already pre-populated these lists for your ease.
When adding a new property, you will have noticed the dropdown menu to choose the type of property it is. Here you can edit the property types you will see on this list. To Add a Property Type simply click in the text field and type the new property type, followed by Enter or the Add button to store it. To Delete, select the bin icon. Your Property Types will now appear in the dropdown menu when adding or editing a property.
When creating a new inspection, you will have seen that you can manage and add contacts. To Add a Contact Type simply click in the text field and type the new contact type, followed by Enter or the Add button to store it. To Delete, select the bin icon. Your Contact Types will now appear in the dropdown menu when adding or managing your contacts.
NOTE: Our default Dictionary terms available to everyone to use or remove freely is subject to change from time to time, with new terms added as they become popular or based on ARLA, APIP, AIIC and other Associations' recommendations.