Third Signature Report

Support for third signature reports must be enabled in your account.

The third signature report is a driver vehicle inspection report (DVIR) used to notify maintenance staff of mechanical or service problems found during your vehicle inspection.

When creating the DVIR form template, your administrator can define for each inspection item whether the item is critical or non-critical, and whether you have permission to determine the severity level. Critical items are essential for the safe use of the vehicle, such as functioning brakes or lights. Non-critical items are less important for safety and might include faults such as scratches or small dents. The statuses that you can select vary depending upon whether a DVIR item has a severity classified as critical, non-critical, or driver-specified.

If you select a status of Fail or Requires attention for any inspection items, the vehicle is assigned to a mechanic. When the mechanic signs in to WorkPlan, the faulty vehicle is listed. Vehicles with a status of Fail show in your vehicle list in red and should not be used. Vehicles with a status of Requires attention show in your vehicle list in black and can be used.

A mechanic corrects a vehicle's problems and changes all inspection items' statuses to Fixed (or Passed if no fault is found).

During your next inspection of the vehicle review the corrective action made. To approve the correction, select a status of Passed; to reject it, and assign the DVIR back to the mechanic, select Fail or Requires attention. This closed loop ensures that all faults are identified and corrected as quickly as possible and that each stage is signed off by a driver or mechanic.

Completing Third Signature DVIRs

If your account is configured to display DVIRs immediately after signing in, out, or both, you will see the DVIR screen when opening or closing WorkPlan.

If your account is configured to support on-demand inspections, you can open the DVIR form manually from the Home screen.

If you are not assigned to a vehicle, the Vehicles list displays when you sign in. Vehicles with a current critical failure display in this list in red, whereas vehicles without a current DVIR failure, or with Requires attention statuses, display in black. Choose a vehicle from the list to open its DVIR form.

If you select a vehicle shown in red from the Vehicles list (indicating that the previous DVIR report for that vehicle includes failed inspection items), you need to confirm your choice. Select Yes to continue or No to return to the Vehicles list to choose a different vehicle. If you select Yes, the DVIR report is pre-populated with the responses last submitted in the report, whether by a driver or a mechanic.

The vehicle's DVIR opens in the DVIR screen:

Complete any required form fields by tapping each form item in turn, then entering the required information by using the mobile device's touch screen or camera. You might need to complete any of the following standard form elements:

Text Box - Use your keyboard to enter text or numeric characters, such as the vehicle's odometer reading.
Drop-down - Select one item from the available responses.
Radio Button - Click one of two possible responses.
Check box - Check or clear a graphical box.
Photograph - Use your device's camera to take an image.
Signature - Draw your signature on a section of your device's screen, by using your finger.

DVIR controls require you to select a status of Passed, Fail, Requires attention, or N/A.

Passed indicates that the item on your vehicle is in satisfactory mechanical condition.
Fail indicates a critical problem that needs to be fixed by a mechanic before the vehicle is safe to use. This status is available for critical items or items for which you as driver determine the severity.
Requires attention indicates a non-critical issue that does not need to be fixed immediately to operate the vehicle safely. This status is available for non-critical items or items for which you as driver determine the severity.
N/A indicates that the item is not applicable to your vehicle, for example, if the inspection item is not present.

After each third signature item's status has been selected, you return to the DVIR screen, and the form is updated to reflect your choice. Any inspection items with a status of Fail show in red text:

Using Third Signature DVIRs for Trailers

If you are using the trailer functionality, you can complete third signature DVIRs for each of your trailers in the same way as you do for vehicles. Trailers with critical failures (with a status of Fail) show in red in the trailer list, when you are adding a trailer to a vehicle. These trailers are not safe to use.


Adding Comments

To add a comment to any field in the inspection report, tap the blue outlined text bubble to the left of the item's description. This is particularly helpful for failed items, and it allows you to provide more detail about the problem to your mechanic. The Comments screen opens.

Tap Add comment and enter a comment, by using your device keyboard.

To save your comment, tap the Save button . The current date and the name of the mobile account holder are also saved and displayed with the comment:

Tap the Back icon in the upper left corner of the screen to return to the DVIR screen from the Comments screen. If comments have been added, the blue comment bubble to the left of the item's description is shown in a solid rather than outlined blue color, and it contains a number indicating the number of comments present for the item . As you add more comments, the number shown increments.

The DVIR's status remains Pending Inspection until the DVIR has been submitted.

Reviewing and Submitting the Form

When you have completed each item in the DVIR form, scroll to the bottom of the form to review the Status Summary of all the vehicle parts. This section lists the number of each DVIR status type (Passed, Fail, Requires attention, Fixed and N/A) selected in the form. Note that only DVIR controls are included in this summary. Standard form elements, such as text boxes and photographs, are not included in the third signature work flow.

If you are happy with the DVIR summary, tap Sign... next to the text Please sign the inspection report, add your signature, and then tap Done.

A status of Fixed can be selected only by a user using a mechanic account, not by someone using a driver account.

Tap the Submit button to save the form and submit it to the server.

If the DVIR report contains any failures (with a status of Fail or Requires attention), its status changes from Pending Inspection to Awaiting Mechanic. If the failure was critical (with a status of Fail), the vehicle displays in red on your Vehicles list. This indicates that the vehicle is not safe to use until the problem has been fixed.

If the DVIR contains no failures, its status changes from Pending Inspection to DVIR Passed. Vehicles with a status of Awaiting Mechanic are not shown in red in the Vehicles list when viewed by a mechanic account (the Vehicles list is not shown to mechanic accounts at all, only individual DVIRs with a status of Awaiting Mechanic).

Reviewing "Fixed" Items

If a DVIR report was previously submitted with failed inspection items, and the failed items were subsequently corrected (marked with a status of Fixed by a mechanic, changing the report's status to Seen By Mechanic), you must sign off on these repairs. Approving the corrections returns the vehicle to normal operational status (with a report status of DVIR Approved when all failed items have been approved).

Open the failed DVIR report. This occurs automatically if your account is configured to display DVIR reports immediately after signing in, and the vehicle is assigned to you. If you do not have a vehicle assigned to you, select a vehicle from the Vehicles list. Vehicles that have not yet been fixed by a mechanic show in red. Select the vehicle and the DVIR to Approve screen opens. This screen lists all DVIRs for the selected vehicle that have a status of Seen By Mechanic. That is, DVIRs have been updated by a mechanic account user and now require driver approval. Each DVIR also includes a timestamp beside it, indicating when it was set to its current status:

Select a DVIR from those listed by tapping it. The DVIR screen opens, displaying the updated form:

To filter the form so it displays only items that have changed since the form was submitted, select Changed from the filter selector in the upper right corner of the screen. Select All to show the entire form, including unchanged items.

Tap a solid blue comment bubble to review any comments that the mechanic has added to the repair. These might include details about the repair work carried out, or other useful information. You might also choose to provide additional comments if the repair has not been completed to your satisfaction. Tap the left facing arrow in the upper left corner to return to the DVIR form when you have finished adding or reviewing comments.

Carefully inspect any area with a status of Fixed on your vehicle. Tap each item on the DVIR form to open its status selection screen. If the repair work carried out is satisfactory, select Passed. If it is not, select Fail or Requires attention. After each selection, you are returned to the DVIR screen.

If you change an item from Fixed to Fail or Requires attention, it is helpful to add a comment that provides additional information about the failure to your mechanic.

When you have finished inspecting all repaired areas on your vehicle, scroll to the DVIR Summary section of the DVIR form and review your changes. If you are happy with your updates, sign the form (tap Sign... next to the text "Please sign the inspection report") and then tap the Submit button to submit the updated DVIR form to the server. You are returned to the Home screen.

If you accepted the repairs by selecting Passed for all items, the DVIR status changes from Seen By Mechanic to DVIR Approved, and the vehicle is no longer shown in red in the Vehicles list.
If you selected Fail or Requires attention for any of the repaired items (previously specified as Fixed by a mechanic), the DVIR status changes from Seen By Mechanic to Awaiting Mechanic once again, and it is submitted to a mechanic for re-inspection. The vehicle continues to display in red on the Vehicles list if there are critical failures (with a status of Fail). Vehicles with critical failures are not safe to use.