Overview
Use a regular intake review when an integration imports contractor or other outside inspection files as External Results. Check that the expected files arrived and are associated with the right work before relying on the list as your record.
At a glance |
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Who can do this | Users with the relevant Result and Location access; Super Users can correct External Result details. |
Where | Results › External Results |
Works on | Backend (web), Public API |
Availability | External Results add-on enabled; imports require API access |
💡 Why this matters: A simple reconciliation separates missing uploads from files that arrived with incorrect dates or Location details.
Before you start
Agree an expected-file list with the integration owner, including the inspection identity, Location and actual inspection date. External Results are separate file records. They do not complete Schedule slots, create ordinary Checklist answers or appear in standard Result exports and Dashboards.
Walkthrough
1. Review files received during the period
Open Results › External Results and set the review period using the time filter. It applies to Received, not Answered. Use Location, User or Checklist filters as appropriate and allow for late-arriving files.
2. Compare inspection and receipt details
Inspect the Answered and Received columns alongside Location, Checklist and any Asset or Schedule. Match the records to the expected-file list using the information available. Blank linked names may indicate incorrect IDs supplied by the integration.
3. Open the actual file
Select a record and choose View, or double-click it. Read the file and confirm it is the intended inspection, not just a matching filename. Use Download PDF when you need to inspect the downloaded file.
4. Correct metadata and follow up on file problems
A Super User can correct Answered and the linked Checklist, Schedule, Location, Asset or User, then select Save Changes. The uploaded file cannot be replaced in this dialog. Refer incorrect or duplicate files to the integration owner and Support before sending more copies.
Check the outcome
The page has no approval workflow and no self-service deletion. Keep the intake decision in your agreed records process; reviewing an External Result does not approve it as a Checklist Result or clear missed work. If the underlying file must change, agree the correction route first. See External Result behavior.
Best practices
Reconcile receipt dates separately from inspection dates.
Open a sample file rather than checking table counts alone.
Fix incorrect source IDs before the next import batch.
Frequently asked questions
Why is the External Results page missing?
Its add-on must be enabled. Ask your CSM and confirm the reviewer’s Location and Result access. API uploads can exist before the page is enabled.
Can I upload the replacement file in the Backend?
No. External Results are created through the API, and the dialog cannot replace their files. Coordinate the correction with the integration owner.
Does the imported report complete a scheduled inspection?
No. Linking a Schedule does not complete a slot or clear a Missing Result. External Results remain separate from ordinary Checklist Results.