Connecting information between iAuditor and other business tools gives you complete visibility over your operations. Using integrations via the iAuditor API (available with a Premium subscription) you can build custom workflows to achieve a seamless inspection process. The instructions in this article will help you manage completed inspections by automatically pushing them to a cloud storage system using Zapier.

IMPORTANT NOTE

This article shows you how to export inspection reports automatically with Zapier, a 3rd party service. You can also use Microsoft Flow to export to Outlook, SharePoint and many other applications. See here for more on that.

Build Custom Workflows

Several different types of workflows are enabled by the API using automation services like Zapier and MS Flow. You can easily build custom workflows that:

  • Export Inspections upon completion
  • Use different file formats (PDF or Word)
  • Apply the automatically exported Inspections with Report Preferences
  • Provide a strict naming convention to each Inspection File Name
  • Utilize a rigid folder structure

Automatically Export Completed Inspections to Cloud Storage System

For organizations with a large number of inspections being conducted, this automation can help avoid errors and save time.  Now, you’ll be able to automatically export a completed inspection, apply a strict file naming convention and upload it to the cloud storage system.

An example could be that: n Administrator wants to automate the inspection reporting process and store the files in their own cloud storage system without relying on users to send their reports by email or export manually from the iAuditor Web/Mobile Platforms. The process is automated to save time, reduce human error and increase consistency.

IMPORTANT NOTE

iAuditor Premium Subscription and paid Zapier account are required for this workflow.

Steps to setup your Zap

Each Zap is setups 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 result of the trigger. In this setup we will define the initial trigger as inspection (audit) completion, followed by a series of actions that first starts the inspection process, then grabs the exported report, and finally upload the report to Dropbox as the cloud drive.

Trigger: 1. Audit Completion in iAuditor by SafetyCulture

  1. Setup or sign-in to your Zapier account
  2. Select “Make a Zap!” in the upper right-hand corner
  3. Step 1 prompts you to input a “Trigger” app
  4. Search for iAuditor and select “iAuditor by SafetyCulture”
  5. You have two options for triggering the Zap: (1) Any Audit Completion, or (2) Audit Completion
  6. Choose “Any Audit Completion” if you want the Zap to trigger whenever an inspection is completed, regardless of template
    OR select “Audit Completion” if you wish for the trigger to come from a specific template’s completed inspections
  7. If this is your first Zap with iAuditor, you will need to “+ Add a New Account” by providing your API token. Otherwise, select your iAuditor account from the page and click “Continue”
  8. If you selected “Audit Completion” based on template in step 6 above, select the template name from the drop-down list to specify which template’s corresponding inspection results will trigger the Zap
    IMPORTANT NOTE

    Only the 20 most recently modified templates are shown, if your desired template is not shown, make a small modification in the template editor and refresh the Zapier dropdown list for the template.

  9. For the Zap to function, you will need to make sure that there is at least one recent inspection completed, and from the template selected if applicable. Click “Test & Continue” to retrieve this recently completed inspection. If the test is successful you will be notified and can “Continue” onto the next step

Action: 2. Start Inspection Export (New) in iAuditor by SafetyCulture

  1. With the trigger of inspection completion now setup, it is time to configure the following Action
  2. Search and select iAuditor once more, then “Save + Continue” with “Start Inspection Export (New)”
  3. Select the iAuditor account (same as previous) then “Continue”
  4. Now you can setup the export details of the Zap:
    Audit ID: The unique ID of the Audit – select it from the + icon dropdown menu under Step 1
    Document Type: The type of report to generate – select either a PDF or Word document
    Report Preference (optional): Apply a previously created report preference setting to the inspection to make sure the report’s appearance remains consistent
    Note that Timezone shown on the exported report follows the account setting from which the API Token is generated
  5. Click “Continue” to begin testing the Action
  6. If the test is successful, continue onto the next step by clicking “Add a step”

Action: 3. Delay For

  1. Select “Delay” under “BUILT-IN APPS”. This allows you to set a timed delay in your workflow
    IMPORTANT NOTE

    It is important in this case to have the Delay added so that iAuditor has enough time to fully generate the Inspection Report – preventing any failed exports or corrupt PDFs/Docs.

  2. Click “Delay For” and “Continue”
  3. Type in a minimum of “10” to the Time Delayed For (value) field and set the unit to “Minutes”, then “Continue”
  4. “Test” the Delay you have created and then “Add a Step”

Action: 4. Get Inspection Report (New) in iAuditor by SafetyCulture

  1. Now that the export trigger of the Zap is setup created, you can begin build the process for delivering the getting the exported file to your system of choice
  2. Search and select iAuditor once more, then “Save + Continue” with “Get Inspection Export (New)”
  3. Select the iAuditor account (save as previous) then “Continue”
  4. Now you can setup the get export details of the Zap:
    Audit ID: The unique ID of the Audit – select it from the + icon dropdown menu under Step 1
    Export Task ID: The unique export message ID which is created during the “Start Inspection Export (New)” Action – select it from the + icon dropdown menu under Step 2
  5. Click “Continue” to begin testing the Action
  6. If the test is successful, continue onto the next step by clicking “Add a step”

Action: 5. Upload File in Dropbox

  1. The final step in the Zap is to upload the inspection to your cloud storage system
  2. For this example, we will move the file to a Dropbox account but you can also use OneDrive or Google Drive depending on your preference
  3. Search and select Dropbox, then “Save + Continue” with “Upload File”
  4. If this is your first Zap with Dropbox, you will need to “Connect an Account” with your login credentials. Otherwise, select your iAuditor account from the page and click “Continue”
  5. Now you can setup the Upload to Dropbox details of the Zap:
    Folder: The location to place the new file into – select from the dropdown list
    File: Select “Audit Report (Exists but not shown)” from Get Inspection Report under step 4
    Overwrite (optional): Specify whether the file can be overwritten or not if one of the same name exists
    Specify File Name (optional): Use information from the inspection to populate the file name, use free text or a combination of both.
    Specify File Extension (optional): Specify an extension if required.
  6. Click “Continue” to begin testing the Action
  7. If the test is successful, complete the Zap by selecting “Finish”
  8. Name your Zap (on the top left corner) and save it to a folder (if applicable)
  9. To enable, toggle the switch in Zapier to the “On” setting. Zapier should begin to exporting completed inspections to the cloud drive

IMPORTANT NOTE

You can also automatically email the completed inspections using Zapier by selecting “Gmail” or “Email by Zapier” from step 5: Action – follow the details setup accordingly.

(optional Action): 5. Upload File in Dropbox – sort reports by site name

This Actions replaces the step above if you would like to sort your inspection exports by Site names.

  1. The final step in the Zap is to upload the inspection to your cloud storage system
  2. For this example, we will move the file to a Dropbox account but you can also use OneDrive or Google Drive depending on your preference
  3. Search and select Dropbox, then “Save + Continue” with “Upload File”
  4. If this is your first Zap with Dropbox, you will need to “Connect an Account” with your login credentials. Otherwise, select your iAuditor account from the page and click “Continue”
  5. Now you can setup the Upload to Dropbox details of the Zap:
    Folder: The location to place the new file into – select “Use a Custom Value (advanced)” from the dropdown list
    Customer Value for Folder Path: The Site name item from the inspection conducted – select “Sc Audit Data Site Name” from the + icon dropdown menu under Step 1
    File: Select “Audit Report (Exists but not shown)” from Get Inspection Report under step 4
    Overwrite (optional): Specify whether the file can be overwritten or not if one of the same name exists
    Specify File Name (optional): Use information from the inspection to populate the file name, use free text or a combination of both.
    Specify File Extension (optional): Specify an extension if required.
  6. Click “Continue” to begin testing the Action
  7. If the test is successful, complete the Zap by selecting “Finish”
  8. Name your Zap (on the top left corner) and save it to a folder (if applicable)
  9. To enable, toggle the switch in Zapier to the “On” setting. Zapier should begin to exporting completed inspections to the cloud drive
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