Dynamics 365 Field Service : Create inspections without work orders

In the world of field service management, inspections are a crucial component of ensuring safety, compliance, and quality. Traditionally, inspections are tied to Work Orders in Dynamics 365 Field Service, forming part of a technician's scheduled task. However, there are scenarios where inspections need to be conducted independently of service visits—such as preventive audits, compliance checks, or periodic safety reviews.

With the “Inspections Without Work Orders” capability in Dynamics 365 Field Service, businesses can empower field technicians and inspectors to complete inspections without the need to schedule or dispatch a work order. This adds flexibility and allows organizations to streamline non-service-related inspections.

 Why Create Inspections Without Work Orders?

Let’s look at some real-world examples:

  •  A safety inspector checks fire extinguishers across multiple locations monthly.
  •  A compliance officer performs regular building code audits.
  •  A manager performs equipment inspections during downtime, not tied to any specific service task.

In all these cases:

  •  No service needs to be scheduled.
  •  No dispatch is necessary.
  •  Yet, the data needs to be captured and analyzed in the system.

How to Create Standalone Inspections in Dynamics 365 Field Service

Here’s a step-by-step guide to enable and create inspections without work orders.

Prerequisites

  •  Dynamics 365 Field Service installed
  •  Inspection Templates already created
  •  Field Service Mobile app or Power Apps-based app configured

Step 1: Create an Inspection Template

1. Navigate to Field Service > Inspections.

2. Click + New.

3. Design the inspection form using available controls:

  • Text inputs
  • Choice fields
  • Ratings
  • File/image uploads

4. Save and publish the template.

These templates can be reused and filled multiple times.

 Step 2: Create a Standalone Inspection Response

1. Navigate to Field Service > Inspection Responses.

2. Click + New Inspection Response.

3. Select the Inspection Template from the lookup.

4. Fill in other optional information like:

  • Service Account (if applicable)
  • Location
  •  Inspector

5. Complete the inspection form using the embedded form interface.

6. Save the response.

Alternatively, technicians can do this directly from the Field Service Mobile App:

  • Open the app.
  • Go to the Inspections tab.
  • Choose Create New (without selecting a work order).
  • Pick a template and begin filling it in.

Mobile Experience

Field technicians or auditors can:

  •  Open the Field Service Mobile App
  •  Access inspections offline
  •  Submit results with photos, GPS, time stamps
  •  Review past inspections

No work order or booking is necessary!

Benefits of Standalone Inspections

  • Streamlined workflows – Reduce unnecessary admin overhead
  • Flexibility – Perform inspections on-the-fly
  • Improved compliance – Track audits and internal reviews effectively
  • Data centralization – Store inspection data with full analytics and reporting

Related Use Cases

  •  Health & safety checklists
  •  Inventory audits
  •  Quality assurance surveys
  •  Onboarding checklists for new locations

Pro Tips

 Use Power Automate to trigger alerts or actions after an inspection (e.g., email alert if a hazard is reported).

  •  Analyze trends with Power BI dashboards sourced from Inspection Responses.
  •  Use Security Roles to control who can create standalone inspections.

Final Thoughts

Creating inspections without work orders in Dynamics 365 Field Service empowers businesses to go beyond reactive service and become truly proactive and audit-ready. It’s a powerful feature that can help streamline compliance, enhance field visibility, and improve overall service quality.

Whether you're managing a fleet of technicians or a team of inspectors, this feature gives your organization the agility to capture critical information—anytime, anywhere.

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