This article shows the steps for generating reports from a Google Doc template automatically populated with iAuditor data. This will allow you to add custom formatting in the form of fonts, colors, headings, etc., and saves you time when creating standardized documentation within your organization.

Pre-requisites

  • Zapier account and subscription (if required)
  • Access to Google Docs

Google Docs templates allow you to use the same document multiple times instead of building your whole document from scratch. With Zapier, you can populate a Google Doc template with information captured from your iAuditor templates. 

Requirements

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

Steps to set up your Zap

Each Zap is set up using a single trigger and a series of actions. A trigger in Zapier is the event that causes particular results and an action is the process that is the result of the trigger.

In this setup we will set the initial trigger as iAuditor inspection (audit) completion, followed by the connection to the Google Doc, to create a custom document from an existing template. 

Limitations

  • Zapier does not support Logic Fields or Repeat Sections
  • Currently, media fields are not supported, only text and multiple-choice responses

Each time an inspection is complete, Zapier takes data from iAuditor and moves it into Google Docs, producing a new document and automatically adding the information. 

Before we start, we will need to ensure the template exists in Google Docs. A guide can be found here.

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. Setup or sign-in to your Zapier account.
  2. Select “Make a Zap!” (+ icon) in the upper left-hand corner.
  3. Step 1 prompts you to input a “Trigger” app.
  4. Search for iAuditor by SafetyCulture.
  5. Select iAuditor by SafetyCulture as the trigger app.
  6. Select Audit Completion as the trigger event (this will allow you to select a specific iAuditor template to trigger this Zap).
  7. Click on Continue.
  8. Connect your iAuditor Account to Zapier using your API Token generated from within iAuditor. 
  9. Under “Customize Audit,” select the Template name that you want to use from your iAuditor account.  
  10. Select Continue.
  11. Click on “Test & Continue” – Zapier will call iAuditor and find a recent example of an inspection completed using that iAuditor template.
    IMPORTANT NOTE

    For this step to be successful you need to have completed a recent inspection from your chosen template. If the test fails, try returning to iAuditor and completing an inspection from the template you selected in step 10.

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. For example, automatically email it to someone using the Gmail connector in Zapier.

Was this article helpful?

We love your feedback. Please tell us what you think.


Yes No
Care to share a bit more so we can continue to make improvements for you? Care to share a bit more so we can make this article even better for you? Thanks for your feedback!