Item Status and Comment Severity work together to control what shows up in your report—and how your clients interpret it. This guide walks through what they are, how they work, and how you can customize them for your business.

How Status and Severity Work

Every inspection Item in Web Report Writer has a Status. That status determines:

• ✅ Whether the item appears in the final report
• 🧾 Which summary section it appears under

• 👁 How it shows up in your inspection workflow

When you add a comment, its Severity can automatically update the Item Status to match.

Here’s how they work together:

🔧 You can always manually change a status by clicking the icon next to the item.

Default Statuses (And What You Can Edit)

Web Report Writer comes with three default Item Statuses:

💡 Tip: Adding a comment will automatically update the item's status based on the severity of that comment.

You can edit these default statuses, including:

• The label (e.g., rename “Satisfactory” to “Functional”)
• The icon and color
• The description that appears in the report’s Definitions section

⚠️ Warning: If you edit the Not Applicable description, it will still appear in the Definitions section—even though items marked N/A won’t appear in the report. This could confuse your clients.

Customize Status and Severity in the Library

All status settings live in the new Status Labels tab in your Library.

To view and manage all statuses:

1. Open Web Report Writer
2. Go to the Library tab
3. Click Status Labels

You’ll see:

• A list of all your company’s statuses (most severe to least)
• The Comment Severities mapped to each status
• Edit options for each status and severity

📱 This works offline after syncing, and is available in supported mobile versions.

✏️ Rename a Status

1. In the Status Labels tab, find the status
2. Click the ⋮ (three-dot menu) > Edit
3. Update the Item Status Name (max 20 characters)
4. Click Save

✔️ Changes only apply to future inspections

🎨 Change the Icon and Color

1. Click Edit next to a status
2. Select the current icon to choose a new one
3. Pick a new icon and color
4. Click Save

🎨 A great way to match your company’s visual style

📄 Edit the Status Description

1. Click Edit next to a status
2. Scroll to the Description field
3. Enter up to 500 characters
4. Click Save

🗒️ These descriptions appear in the Definitions section of your report and help meet state-specific requirements (like WAHI in Wisconsin)

Using Status in Your Report

You can apply or update statuses while building an inspection report.

To set an item’s status:

1. Open a report
2. Select the checkbox next to one or more items
3. Click Status
4. Choose the status you want

✔️ To apply a status to an entire section, check the top box above the item list.

Hide or Show “Not Applicable” Items

Items marked N/A will:

• Be hidden when “Hide N/A” is toggled on
• Be excluded from the final report
• Cause the entire system to disappear from the report if all items in it are N/A

To toggle N/A visibility:

1. Open a report
2. Click Items
3. Click Filter/Sort
4. Toggle Hide N/A Status

Sort Items by Severity

Need to review critical issues first?

1. Click Filter/Sort
2. Select Severity

This sorts items by comment severity instead of alphabetical order—and updates the Summary Section layout too

Report Summaries

• Items appear in summary sections based on comment severity
• However, status still determines if an item is included in the summary at all