Code Reference Defaults & Profiles

Once code references have been created and assigned to your custom forms, you need to configure defaults to tell the system which standard year to use when generating a report. You can also use profiles to apply a standard to a specific group of locations at once.

How the System Selects a Year

When a report is processed, the system works through the following hierarchy — starting at the most specific level and moving up to the most general:

1. Location default — Is there a year set for this specific location? Use it.
2. Profile default — Does this location belong to a profile with a year assigned? Use it.
3. State default — Is there a year set for this location's state? Use it.
4. Account default — Use the account-wide default year.

This allows a single form to automatically serve customers using different standard editions without any manual switching.
 

Setting Defaults

Option A. Set an Account-Level Default

The account-level default is the baseline standard year that applies to all locations unless overridden by a more specific setting.

1. From the Configure Page, select Code References then Defaults
   
    

   
    

2. Select Add Default Code Reference
   
    
3. Choose the Standard Name (e.g., Standard A).
4. Select the Year to use as the account-wide default (e.g., 2011).
5. Click Save.
   

This setting will apply to every location in the account that does not have a more specific override configured.

Option B. Set a State-Level Default (Optional)

Use a state-level default when multiple locations across an entire state use a different standard year than the account default.

1. From the Code Reference Defaults page, select Code References then Defaults.
   
   
   
    
2. Select Add Default Code Reference.
   
    
3. Choose the Standard Name (e.g., Standard A).
4. Select the Year for this state (e.g., 2011).
5. In the State field, select the applicable state.
   
    
6. Click Save.

This will apply the selected year to all locations in that state that do not have a location-specific override.

Option C. Set a Location-Specific Default (Optional)

Use a location-specific default when a single location needs a different standard year than the account or state default.

1. From the Code Reference Defaults page, e.g., 2011).
   
   
    
2. Select Add Default Code Reference.
   
    
3. Choose the Standard Name (e.g., Standard A).
4. Select the Year for this location e.g., 2011).
5. In the Location field, search for and select the specific location.
   
    
6. Click Save.

The selected location will now use its own year, while all other locations continue to use the account default.

Example: If the account default is 2011 but a specific customer location requires 2014, set a location-specific default for that location with 2014. The system will automatically apply the correct year when processing that location's inspections.

Part 2: Setting Up Profiles

A profile is a saved list of location codes that share a code reference default. Profiles are useful when you need to apply a standard year to a specific group of locations that don't fit neatly into a state or one-at-a-time setup.

Use profiles when:

• A customer has locations that span multiple states but only some follow a specific standard.
• There are too many individual locations to configure one at a time.
• The group of locations is easier to identify by location code than by geography.

Step 4. Create a Profile

1. From the Code Reference Defaults page, navigate to the Profiles section.
   
    
2. Select Add Profile.
   
    
3. Enter a name for the profile.
   
    
4. Prepare a CSV file containing the location codes you want to include. (How to Pull a Location List with Location Codes Using Queries & Letters)
5. Select Import then chose the CSV to assign those locations to the profile.
6. Click Upload.
   

💡 If you need help generating a list of location codes (e.g., by zip code), see How to Pull a Location List with Location Codes Using Queries & Letters

Assign a Default to a Profile

1. From the Code Reference Defaults page, select Code References then Defaults.
   
   
    
2. Choose the Standard Name and Year.
3. In the Profile field, select the profile you created.
   
    
4. Click Save.

All locations within that profile will now use the assigned standard year.

⚠️ The ability to manage profiles may not be accessible from the Code Reference Defaults page in all configurations. If you do not see that option, contact support and we can create the profile on your behalf.

Default Hierarchy Summary