The Complete Guide to Inspections Using Dynamics 365 Field Service

Efficient and standardized inspections are essential for maintaining service quality, compliance, and customer satisfaction. Companies today want to provide the best when it comes to inspections and are trying to find new ways to over-deliver to their clients. One way that they can do this is by using Microsoft Dynamics 365 Field Service.

Inspections using Dynamics 365 Field Service streamline the process, enabling organizations to create, manage, and execute inspections seamlessly. This guide walks you through setting up and optimizing inspections using Dynamics 365 Field Service.

What Are Inspections in Dynamics 365 Field Service?

Inspections are structured checklists or forms that field technicians complete as part of their work orders. Inspections are a necessity for businesses as it helps to keep a track-record of what work has been carried out for their clients and when the work was completed. These inspections can include:

• Safety protocols
• Equipment assessments
• Compliance verifications
• Customer satisfaction surveys

Long time ago, inspections used to be done on paper, and keeping records of these proved to be difficult and cumbersome. Hence, came the new technology of today, such as Microsoft Dynamics 365 Field Service. By using inspections in Dynamics 365 Field Service, businesses can standardize service procedures, improve reporting, and ensure regulatory compliance.

Benefits of Using Inspections in Dynamics 365 Field Service

As mentioned earlier, old ways of inspections and keeping records were not appropriate, especially for growing businesses. Thus, Microsoft Dynamics 365 Field Service became the next best possible option when it came to creating and maintaining inspections. Some of the benefits of setting up inspections using Dynamics 365 Field Service are:

• Enhanced Accuracy: Digitized inspections reduce human error. Say goodbye to writing that you cannot understand or grammar mistakes that sometimes were painful to rectify. With Dynamics 365 Field Service, everything is automated, and the lines flow smoothly.
• Mobile Accessibility: Field technicians can complete inspections on their mobile devices, even offline. This saves them time and effort when they are on the go and assures that the correct information is sent back on time.
• Customization: Create tailored inspection templates to fit business needs. Dynamics 365 Field Service allows you to fully customize your inspection form based on your business needs and requirements.
• Integration: Sync data seamlessly with work orders, assets, and service history. With Microsoft Dynamics 365, everything is connected and integrated, and this is no different when it comes to Dynamics 365 Field Service.This means that you can have access to all information in one place and have a clearer vision of the client history.
• Improved Compliance: Ensure adherence to industry regulations and internal policies. The inspections using Dynamics 365 Field Service are created to conform with the rules and regulations of your business and industry that it operates in.

Creating Inspections using Dynamics 365 Field Service

Now that we’ve understood the importance of inspections using Dynamics 365 Field Service, let’s look at how to create an inspection form from a template in the Dynamics 365 platform.

Step 1: Go to Settings > Work Orders > Inspections

Step 2: Click New Inspection

Step 3: Customize Your Template. This is where you can add a title and description. You can also use the drag-and-drop tools to include various question types (e.g., text, dropdown, radio buttons, checkboxes).

Step 4: Set mandatory fields where necessary

Step 5: Save and Publish

How to Associate Inspections using Dynamics 365 Field Service with Work Orders?

After creating an inspection, link it to service task types and work orders to ensure field technicians complete it as part of their assigned tasks. This is very important as it helps to keep all information about the client in one place.

It also helps field technicians to complete their tasks without delay. Below are the steps you can take to associate inspections in Dynamics 365 Field Service to work orders.

Step 1: Go to Settings > Work Orders > Service Task Types

Step 2: Select New Task Type or edit an existing one.

Step 3: Under "Inspection Template," choose the relevant inspection.

Step 4: Click Save & Close to update the configuration.

How to Complete Inspections using Dynamics 365 Field Service on the Mobile App?

One of the major benefits of using Microsoft Dynamics 365 Field Service is that it comes with its own mobile app. Hence, field service technicians can use the app directly on their phone to complete any information they need to, even if they are offline. Below are the steps that field technicians can take to complete inspections using Dynamics 365 Field Service on the mobile app.

Step 1: Open the Dynamics 365 Field Service app

Step 2: Select the assigned Work Order

Step 3: Navigate to the Inspection Section

Step 4: Complete the checklist

Step 5: Upload images, scan barcodes, or capture digital signatures if required

Step 6: Submit the inspection

Analyzing Inspection Responses in Dynamics 365 Field Service

After inspections using Dynamics 365 Field Service are completed, managers can analyze the data for reporting and process improvements. Thanks to the Field Service platform, this is a rather quick and straightforward process.

Step 1: Go to Field Service > Inspections

Step 2: Open Completed Inspections

Step 3: Filter data by date, technician, or work order

Step 4: Export data to Power BI (if you use it) for in-depth analysis

Best Practices for Using Inspections in Dynamics 365 Field Service

When it comes to using new technology and advancements, best practices should always be top of mind. And it is no different when it comes to creating, delivering and analyzing inspections using Dynamics 365 Field Service. Some of the best practices that you need to keep in mind are:

• Keep It Simple: Avoid overly complex inspections to ensure efficiency. This also helps save time for your field technicians, who are always busy and on the go.
• Use Conditional Logic: Streamline inspections by only displaying relevant questions. This saves time and efficiency for everyone involved in the process.
• Train Technicians: Provide guidance on how to complete inspections efficiently. Proper training is necessary to ensure effective adoption of the new technology and for everyone to be on the same page.
• Review Data Regularly: Use insights from completed inspections to improve service operations. This is a great way for business leaders to gain more insights into their customers and tailor their services accordingly.
• Update Templates Periodically: Adapt inspection forms as business needs evolve. Thanks to the customizable inspection templates, you can change, remove, edit and create a new inspection using Dynamics 365 Field Service at any time.

Gestisoft: your Experts in Dynamics 365 Field Service

By leveraging inspections using Dynamics 365 Field Service, businesses can enhance service delivery, ensure compliance, and streamline operations. Implementing inspections effectively allows for improved accuracy, real-time reporting, and seamless integration with work orders.

Setting up and optimizing inspections in Dynamics 365 Field Service can be a complex process, but you don’t have to do it alone. Gestisoft specializes in helping businesses maximize their use of Dynamics 365 for field service management. Contact us today to learn how we can tailor a solution to fit your needs and streamline your field operations.