Dynamics 365 Field Service : Create inspections without work orders

In Dynamics 365 Field Service, inspections play a crucial role in collecting structured data from the field. Traditionally, inspections are linked to Work Orders, making them part of a service lifecycle. However, in many real-world scenarios — such as safety audits, pre-installation checks, or standalone compliance verifications — technicians or supervisors may need to create and perform inspections independently, without tying them to work orders.

Fortunately, Dynamics 365 Field Service now supports the ability to create inspections without associating them with a work order, offering more flexibility and enabling use cases outside of standard field service operations.

 What is an Inspection?

An Inspection in Field Service is a structured digital form that allows field agents to:

  •  Record observations
  •  Capture data (e.g., numeric values, dropdowns, checkboxes)
  •  Take photos or notes
  •  Complete checklists

  All of this is typically done via the mobile app, making it easy for technicians in the field.

Why Create Inspections Without Work Orders?

Here are a few business scenarios where standalone inspections are useful:

  •  Pre-site surveys: Before work can begin, an inspection may be needed to verify site readiness.
  •  Safety audits: Regular or random inspections of job sites for health and safety compliance.
  •  Regulatory compliance checks: Required by law but not tied to specific customer service tasks.
  •  Equipment health monitoring: Routine inspections of critical assets.
  •  Training evaluations: Supervisors evaluate field staff performance via inspection templates.

How to Create Inspections Without Work Orders

Follow these steps to create and manage standalone inspections:

Step 1: Ensure Inspection Templates Are Created

Before creating any inspection, make sure that your Inspection Templates are set up. You can do this by navigating to:

  • `Field Service App > Settings > Inspections`
  •  Click + New to create an inspection template.
  •  Add pages, sections, and questions.
  •  Save and publish the template.

Step 2: Use the ‘Inspections’ Table Directly

To create an inspection without a work order, access the Inspections table directly via the model-driven app or mobile app:

  •  Navigate to `Field Service > Inspections`
  •  Click + New Inspection
  •  Choose the relevant Inspection Template
  •  Set values for:
    • Name
    •  Service Account (optional)
    •  Owner or Assigned User
    •  Save the record

Once the record is saved, it becomes available on mobile devices (if the user has access).

 Note: Work Order field is optional. You can leave it blank for standalone inspections.

Step 3: Complete the Inspection via Mobile App

  •  Open the Field Service Mobile App
  •  Navigate to Inspections (or use a custom view)
  •  Open the relevant inspection
  •  Complete the form using the structured layout
  •  Submit the results

All data gets synced back to Dynamics 365 in real time or when the device reconnects.

Viewing and Reporting on Standalone Inspections

You can build Power BI reports, custom dashboards, or use Advanced Find to track and analyze:

  •  Inspection completion rates
  •  Common issues flagged
  •  Time taken per inspection
  •  Technician performance

Also, integrate with Power Automate to:

  •  Trigger alerts if inspection scores are low
  •  Send summaries to supervisors
  •  Create service tickets based on critical findings

Security and Permissions

Make sure users have:

  •  Access to Inspection Templates and Inspection records
  •  Appropriate Field Security Profiles
  •  Mobile access rights (if using mobile app)

Role-based security can help separate users performing only inspections from those handling work orders.

 Pro Tips

  •  Use Power Pages to allow external inspectors or third-party vendors to submit inspections.
  •  Add geolocation fields to track where inspections are conducted.
  •  Create Power Automate flows to auto-assign inspections based on location or job role.

Summary

Creating inspections without work orders unlocks a whole new level of flexibility in Dynamics 365 Field Service. It empowers teams to:

  •  Collect field data proactively
  •  Conduct audits and surveys
  •  Manage compliance — all without needing a service job or customer request.

By leveraging this feature, organizations can expand their usage of Dynamics 365 beyond just work orders, making it a truly 360-degree field management platform.

 ðŸ“š Further Reading

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