Google Docs templates allow you to use the same document multiple times instead of building your whole document from scratch. Using Zapier, you can automatically populate a Google Doc template with iAuditor data every time an inspection is completed. This not only allows you to add custom formatting in the form of fonts, colors, and headings. But also saves you time when creating standardized documentation within your organization. This article shows the Zapier setup on exporting iAuditor data automatically into Google Docs, to be generated as custom reports.

Requirements

  1. iAuditor Premium subscription
  2. iAuditor API Token
  3. Zapier subscription (for Multi-Step Zaps)
  4. Google G-Suite account (requires subscription)
IMPORTANT NOTE

If you run into any errors or have any questions regarding the setup process, please contact our customer support team for assistance.

Steps to set up your Zap

Set up each Zap using a single trigger and a series of actions. A “trigger” in Zapier is the event that starts the automation, and an “action” is a process that is the result of the trigger.

In this setup, the Zap triggers on iAuditor inspection (audit) completion, followed by actions to create a new document on Google Docs using a custom template, and populate the document with data captured on iAuditor.

Before we start, we need to ensure the template you wish to populate exists in Google Docs. Learn how you can create document templates on Google Docs.

IMPORTANT NOTE

Any text that you want to replace with iAuditor needs to be formatted, as one word, in the Google Doc template, as below: {{FieldName}}

Trigger: 1. Audit Completion in iAuditor by SafetyCulture

  1. Set up or log in to your Zapier account.
  2. Select “Make a Zap!” (+ icon) in the upper-left corner.
  3. Step 1 prompts you to input a “Trigger” app.
  4. Search and select “iAuditor by SafetyCulture”.
  5. Select Audit Completion as the trigger event. This allows you to select a specific iAuditor template to trigger this Zap.
  6. Click “CONTINUE”.
  7. If this is your first Zap with iAuditor, you will need to “+ Add a New Account” with your login credentials
    Otherwise, select your iAuditor account from the list and click “CONTINUE”.
  8. Select the template from the drop-down list to specify which template’s corresponding inspection results trigger the Zap.
    IMPORTANT NOTE

    Only the 20 most recently used templates show. "Used" is defined as the completion of an inspection from a template. If your desired template doesn't show on the list, make a small modification in the template editor and refresh the Zapier drop-down list.

  9. For the Zap to function, you need to make sure that there is at least one recently completed inspection, and from the template selected if applicable.
  10. Click "TEST & CONTINUE" to retrieve this recently completed inspection as a sample to be used in the next steps.

Action: 2. Create Document from Template in Google Docs

  1. Click on the “Do this” section to add another step.
  2. Search for Google Docs in the Choose App & Event section.
  3. As the Action Event, choose Create Document from Template.
  4. Click Continue. 
  5. Connect your Google Docs account by clicking on “Add a New Account” and logging in from the pop-up window.
  6. Click Continue.  
  7. Now select your Google Docs template, (created previously), from the Template Document drop-down box. 
  8. This will then pull through any fields you have formatted in the way mentioned at the start of this article, (within curly braces) allowing you to create your custom document.
  9. Choose which iAuditor fields to populate your Google Docs template using the appropriate responses.
    For example, if you would like your inspection location to populate in a particular row you can select it using the content from the previous step.
     
  10. Click on Test & Continue. 
  11. Log into your Google Docs account, where you should see a copy of your template with required fields populated (see example below).
  12. This process will now continue on every audit completion.

If you wish, you can add an additional step to your Zap to do something further with your newly created document. Such as automatically emailing reports to someone, using the Gmail connector in Zapier.

Limitations

  1. Zapier does not support logic fields or repeat sections.
  2. Media fields are not supported.
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