Docs/Engineer/Evidence, sign-off, and certificates
Engineer how-to

Finish with evidence the office team can trust.

A completed inspection is only as strong as the evidence, signatures, and final output that support it. Capture what matters before you leave the site.

Audience

Engineers completing inspections and confirming the client-ready output before it is shared.

Before you start

The inspection record should already reflect the real visit: checklist, defects, and notes should be up to date.

Expected outcome

The inspection has the right evidence, both signatures where needed, and a reviewed certificate.

Capture evidence while you are there

  1. Add photos when the defect, component state, or site condition is easiest to explain visually.
  2. Use text notes or voice notes to capture observations that will be difficult to remember later.
  3. Where it helps, annotate the evidence so the office team and customer can immediately see what you are referring to.
  4. Do not leave critical evidence capture until after you have walked away from the asset.
Deucalion inspection screen used for evidence capture
Evidence capture in context
Add notes, photos, and defect context before moving to final sign-off.

Collect signatures deliberately

  1. Complete the inspection content first so you are not asking for sign-off on an unfinished record.
  2. Use the signature flow to collect the engineer signature and, where required, the customer acknowledgement signature.
  3. Explain what the customer is signing for: completion acknowledgement is not the same thing as agreement with every remedial recommendation.

Review the certificate before sharing

  1. Open the certificate viewer after completion and check the key identifiers, result, summary details, and evidence presentation.
  2. If something looks wrong, fix the underlying inspection record first and regenerate rather than sending a document you already know is incorrect.
  3. Only share or download the certificate once the output matches the visit you carried out.

Hand the record back cleanly

  • Use the certificate as the handoff point back into the office workflow.
  • Make sure sync completes once you have connectivity so the admin portal can see the finished visit and act on any defects.
  • If you could not complete sync on site, keep the record in the app and confirm upload later from the sync tools.

Troubleshooting

Problem What to check
The certificate looks wrong Review the inspection result, notes, defects, and signatures before regenerating the output.
You forgot evidence for a key defect Re-open the relevant inspection context and add the evidence before the job is fully handed off.
The office team cannot see the finished certificate Check sync state and confirm the visit finished sign-off, not just the checklist body.

Next steps

Use the sync and settings guide when you need to confirm upload state after leaving site.

Offline, sync, search, and settings Troubleshooting

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