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.

Connecting information between iAuditor and other business tools gives you complete visibility over your operations. With the iAuditor API (available with a Premium subscription) you can build custom workflows to achieve a seamless inspection process.

To simplify the administration of managing completed inspections, an organization’s administrator can put in place an automatic export of inspection reports (without needing any manual intervention), thus minimizing the time spent administering completed inspections in your file management system. The conducted inspection will simply appear in your designated cloud storage system.

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: an 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.

Here are the steps on how to set it up:

1. Trigger

  1. “Make a Zap” in your account to get started
  2. You will need to choose the Trigger App – search for iAuditor and select “iAuditor by SafetyCulture”
  3. Choose “Any Audit Completion” if you want the the Zap to be triggered when any inspections you have view access to are completed
    Or select “Audit Completion” if you wish for the trigger to come from a specific template’s completed inspections
  4. If this is your first Zap with iAuditor, you will need to “Connect an Account” by providing your API token that can be generated the iAuditor Web Application (browser). Otherwise, select your iAuditor account from the page and click “Continue”
  5. Select the Template from the drop-down list that you would like the resulting inspections generated from and click “Continue”
    Note that 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
  6. 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 “Pull in Sample” to retrieve this recently completed inspection. If the test is successful you will be notified and can “Continue” onto the next step

2. Action

  1. With the trigger of inspection completion now setup, you will need to configure the following Action
    Search and select iAuditor once more, then “Save + Continue” with “Start Inspection Export (New)”
  2. Select the iAuditor account same as before, then “Continue”
  3. 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 Export Profile to the Audit 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
  4. Click “Continue” to begin testing the Action. If the test is successful you will be notified and you can continue onto the next step by clicking “Add a step”

3. Action

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

4. Action

  1. Now that the export Zap created, you can build the process for getting the exported file
    Search and select iAuditor once more, then “Save + Continue” with “Get Inspection Export (New)”
  2. Select the iAuditor account same as before, then “Continue”
  3. 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
  4. Click “Continue” to begin testing the Action. If the test is successful you will be notified and you can continue onto the next step by clicking “Add a step”

5. Action

  1. The final step in the Zap is to upload the inspection to your cloud storage system
    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
    Search and select Dropbox, then “Save + Continue” with “Upload File”
  2. 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”
  3. 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” 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.
  4. Click “Continue” to begin testing the Action. If the test is successful you will be notified and you can complete the Zap by “Finish”
  5. Name your Zap (on the top left corner) and save it to a folder (if applicable), then turn it on for Zapier to automatically export completed inspections to the cloud drive.

TIP

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.

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!