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Embedding Documents to Inspection Reports

You can attach PDF and Doc/DocX files to your report, and choose how and where it gets displayed on your report.

Adelle Naidoo avatar
Written by Adelle Naidoo
Updated this week

This feature allows you to add PDFs, Word Docs, and DocX files to your reports, with control over how and where they appear. It helps keep vital information and supporting evidence in one central document, making reports easier to reference, share, and use in case of disputes. To display the full document within the report, convert it to a JPEG or PNG and upload it as an image.

Your inspection has to be in the Active or Review status in order for you to upload files.


Getting Started

1. Go to the inspection on your desktop dashboard and click on the Uploads tab.

2. You can then choose the files that you would like to upload to report from your device by clicking the Choose Files tab.

3. As you upload the files that you want to include into the report, they will list at the bottom of the screen. We currently support PDF and Doc/DocX files.

4. Click on the file you want to edit to change its name or add a comment.

Detail

Description

Caption

Display an optional description of this file below the thumbnail in your report.

Section

Choose the section/room where this attachment should display and be referenced in your report.

Show Document on Report

Option to show a link to this file after the property images on the final report.

Document Name

The name that will appear for the document link within the report.

Additional Options

You can download or delete the file from the inspection.

5. Switch On the option to Show Document on Report, you will be able to add a Document Name.

💡 If there is no document name added to the upload, the document link appear with a unique link. Here is an example of this below.

6. Any documents set to be shown will appear at the bottom of the report in the Documents section, providing a clear and accessible link to each file.

The document name will be prominently displayed as a clickable link, allowing viewers to easily download the document directly from the report.

❗ Documents uploaded and embedded into the report will not display the full content directly within the report.

Instead, they appear as links that viewers can click to open or download the files separately. To show the entire document visibly within the report, you will need to convert the pages into image formats (such as JPEG or PNG) and attach them as pictures in the relevant sections of the report.


Copying Documents from Previous Reports

You also have the option to copy over files that were attached to a previous report for the same property. This is especially useful for recurring inspections or ongoing projects, as it saves time and ensures consistency by reusing relevant documents—such as floorplans, compliance certificates, or reference materials—without needing to re-upload them each time.

1. In the inspection you're currently working on, navigate to the Uploads tab and click the Copy From Previous Inspection button to import files from an earlier report for the same property.

2. Ensure that the files you’re copying over are not already attached to the current inspection, as this will result in duplicate entries within the report.

3. Once you click 'Yes, I'm Sure', all files from the previous inspection report for that property will be copied over and added to the current report automatically. This streamlines the process by carrying forward relevant documents without the need to upload them again manually.


Troubleshooting Guidelines

For documents such as floorplans, please ensure they are uploaded in PDF format rather than JPEG or PNG. The system does not recognise JPEG/PNG files as documents and will display the following error message if an incorrect format is used:

To avoid this, always convert images to PDF before uploading floorplans or similar documents.

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