Manage inspection instructions in templates
Learn how to add, link, or unlink files as inspection instructions via the web app and mobile app to support your team with clear visual steps and safety reminders.Why add or link files as inspection instructions?
When you design a template, the instruction response type helps you share critical how-to steps, diagrams, and safety notes right where your team needs them. You can attach images or PDF guides so teams see the exact reference without leaving the inspection, which reduces errors and follow-up questions. For example, you can add a photo showing the correct way to secure a harness or a PDF with equipment setup diagrams. Visual instructions also help new team members learn the process faster, keep different sites aligned on the same procedure, and ensure everyone works from the most up-to-date version of your guidance.
What’s the difference between adding and linking files as instructions?
Whether you add or link files as instructions, you give teams the guidance they need to complete inspections correctly, directly within the template itself. Checklists, procedures, safety guidelines, and reference images help ensure inspections are completed consistently and correctly.
You can either add a file to upload it directly to the template, where it stays independent, or link an existing file from Documents, where any updates to the original are automatically reflected everywhere the file is linked.
What you'll need
"Conduct, edit" template access level at a minimum
"View" file access at a minimum
Add a file as an inspection instruction
Select
Templates in the sidebar or select it in 
More.Click the template and select Edit template in the side panel.
Add a new question or select an existing one.
Click
on the right-hand side, under "Type of response".Select Instruction.
Click
Add file below the question. In the pop-up window, click Upload.
Drag your files or click browse to select files.
Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.
Open the mobile app.
Tap
Inspections in the navigation bar or select it from More.Select Templates tab at the top of your screen.
Tap the template, then select
Edit template from the pop-up options.Add a new question or select an existing one.
Tap
below the question.Scroll down "Other responses" and select Instruction.
Tap
next to the "Instruction" response type and select Upload media attachment.Select any of the following options:
To take a photo: Tap Take photo and proceed accordingly. Tap Use photo at the lower-right of your screen.
To upload an image: Tap Photo library, select your images, and tap
at the upper-right of your screen.To attach a document: Tap Choose file and proceed accordingly.
Open the mobile app.
Tap
Inspections in the navigation bar or select it from More.Select Templates tab at the top of your screen.
Tap the template.
In the pop-up window, tap
and select Edit template.Add a new question or select an existing one.
Tap
below the question.Scroll down "Other responses" and select Instruction.
Select
next to the "Instruction" response type and select Upload media attachment.Upload the media file as an inspection instruction.
Link a file as an inspection instruction
Select
Templates in the sidebar or select it in More.Click the template and select Edit template in the side panel.
Add a new question or select an existing one.
Click
on the right-hand side, under "Type of response".Select Instruction.
Click
Add file below the question. In the pop-up window, click Link.
Select the file you want to link, then click Add file.
Unlink a file from an inspection instruction
Select
Templates in the sidebar or select it in More.Click the template and select Edit template in the side panel.
In your Instruction question, click
on the right-hand side of the linked file.
Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.
Published changes made to templates only apply to new inspections moving forward.
Limitations
Linking files as an inspection instruction is only supported in the web app.
You can add a JPEG, PNG, or a PDF file of up to 20MB.
You can only link 1 image or PDF file at a time.
Linked files aren't visible and only text instructions appear when editing the template on the mobile app.
Frequently asked questions
The template automatically shows the latest version of the linked file when a new version is added in Documents. However, inspections show the linked version at the time the inspection was started.
Files remain linked to templates until changes are published. After removing the file from the instruction, make sure to publish the template once you're ready to fully unlink it.
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