How to keep inspection report versions clear across site visits

Separate the working record from issued files

The app project contains the observations you continue to edit. A generated PDF contains the information and report options selected at that time. Changing a description, status or photograph in the app does not update a file already attached to an email.

Keep the exact PDF you sent in an issued-reports folder. A newly generated report may differ even if its cover looks similar. Do not regenerate an old report and assume it is identical to the original attachment when someone asks what was issued previously.

Use a filename with a clear issue reference

When saving copies outside the app, use a consistent pattern such as J042_2026-09-29_R01_All-items.pdf. Here, J042 is the job reference, the date is the issue date, R01 is your document issue and All-items identifies the scope. This is a suggested filing convention, not an automatic filename generated by Site Audit.

A contractor copy could end with the contractor name. Avoid naming several files “final” or “latest”; those labels stop being useful after a correction. Keep the actual inspection date accurate within the report, even if you issue the PDF the following day.

Maintain a small issue register

A simple note or spreadsheet outside the app can track document distribution. Use one row per issued file and record the following:

• Project reference and saved filename.
• Inspection date and issue date.
• Scope: full project or named contractor selection.
• Recipient and method of delivery.
• Reason for issue and any earlier file it replaces.

For example, R01 may be the initial observations, R02 the findings after a return visit and R03 a correction to a room reference. A correction is different from a new inspection: state which change was made so readers do not infer that all items were checked again.

Keep item references stable across exports

Do not assume a row or display number has the same meaning in every filtered report. If recipients need a durable cross-report identifier, place an agreed reference in the item title or description, such as J042-K03, and keep it unchanged through follow-up. Pair it with the location and observation when asking about a repair.

The app does not create a document revision log from this convention. You are maintaining a reference that makes your issued files easier to reconcile. In a contractor-specific report, preserve enough context for the reader to match the item to the full project record.

Issue corrections transparently

If you discover an incorrect address, caption or factual statement, correct the working record and generate a checked replacement. Explain the scope of the correction in the accompanying message. Ask the recipient to use the replacement and identify the earlier filename it supersedes.

For instance: “R03 corrects the location of item J042-K03 from Kitchen East to Kitchen West. No further site visit was made for this correction.” Use that wording only when it accurately describes the change. Preserve the earlier issue in your own records instead of silently overwriting it.

Finish with the quality checklist. Retain your issued files and a separate app backup; neither a filename convention nor the Pro unlock creates automatic cloud storage or an immutable audit trail.

Reconcile suspected duplicate records carefully so a correction does not lose evidence or appear to be completed repair work.

When an issued report contains an error, identify the correction and notify the recipients who need the revised information.