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Connected information between SafetyCulture and other business tools gives you complete visibility over your operations. With the API (available on the Premium subscription) you can build custom workflows to achieve a seamless auditing process.

To simplify the experience of a user in the field, an organization’s administrator can pre-start and share a particular audit with a team member (without needing to share the template), minimizing the time a field worker spends searching for the appropriate template. The pre-started audit will simply appear at the top of their listed audits.

You’ll also be able to retrieve audits either individually or audits can be searched by a set of parameters. Using the SDK tools (code available via GitHub), you can automatically extract completed audits within SafetyCulture and retrieve new and updated audits periodically. Read a quick guide to getting started with the SafetyCulture API.

Build Custom Workflows

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

  • Schedule audits at particular times,
  • Pre-fill information,
  • Trigger actions like reminders or notifications,
  • Assign and share pre-started audits to users for completion

Start audits automatically with pre-filled information

For organizations with a large number of audits being conducted, this automation can help avoid errors and save time. Now, you’ll be able to start a given audit, pre-fill some information automatically and assign them to team members to complete. Read more.

Here’s an example of how it works:

A supervisor is scheduling a team member to conduct an audit at a particular time or on a recurring schedule. The supervisor can schedule the audit, assign a team member and that person will be notified when an audit needs completion, and will be provided the appropriate template form. Some information can be automatically pre-filled to save time, reduce human error and increase consistency. Examples of pre-filled information include: title, name, location, date / time, serial number, or anything relevant to the task at hand.

Sample audit scheduling workflow:

Schedule audits and trigger email notifications with the calendar functionality in Zapier, Google Calendar, or Google Sheets. An email will be generated at the scheduled time and sent to the SafetyCulture user with a link to start an audit with the appropriate template. Once an audit is completed, using Zapier you can trigger any number of next steps.

Note:  The assignee does not need to have a Gmail account. This functionality uses Google Calendar’s scheduling feature only

Getting Started with Zapier

The following instructions will show you how to set up email notifications whenever an audit has been conducted from a specific template.

  1.  Create a Zapier account by going to Zapier.com and selecting SafetyCulture as the trigger app.

 

 

2.  Select from the recommended zaps or click ‘Make a Zap’ to create your own


3. Choose between a specific audit completion or any audit completed and click ‘Save+Continue’

4. Add your SafetyCulture account by clicking ‘Connect a New Account’

5. Log in to your SafetyCulture account on SafetyCulture, the web app, and go to ‘My Profile’ to generate the SafetyCulture API Access Token. You will only see the API section if you have a Premium account.

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6. Insert your API Access Token into Zapier

7.  Select a template if you are using the audit completion trigger. When creating a Zap, only audits completed after that time will be automatically actioned upon

 

8. Continue through this step and ensure the last audit done for the selected template has data entered

 

9. Your test should be successful

10. Now choose how you want to automate your task by selecting an action app. Do you want to automate an email, SMS, automatically create an Evernote?

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11. Now you need to configure the action app. We’re setting up an email action here

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12. Fill out your fields for the email action as required

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You can click on the icon on the right of each input field. This will allow you to insert values from the audit into the email. You can select an audit value from the drop down list.

 

13.  You can customize the email that will trigger each time an audit is completed for this template

We have configured ours to always send to bob@gmail.com. The subject will be Audit Completed by (name of who completed the audit will be placed here). The body section has the name of the template that was completed and the score and total score.

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14. Zapier will show you the plain text version of the action (using the most recently completed audit as test data)

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15. Your test was successful

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16.  Name your zap, and turn it on

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Find out how our customers are using the Zapier integration!


If you need any help with getting set up in Zapier, visit their support site.

Note:  For more information regarding the API functionality and how it can apply to your organization, contact our Support team