We understand that it’s important for colleagues, managers, or even clients to review inspection reports as soon as possible. Using integration tools such as Power Automate (previously Microsoft Flow), you can automatically email your organization’s completed inspection reports to specified email recipients, not only saving your frontline users from having to worry about emailing reports after completing inspections but also ensures the right people always receives the reports in a timely manner.

This article shows you how to create a Power Automate flow to automatically email inspection reports with Outlook. If your organization uses Zapier as the integration tool, you can create a Zap that delivers an equivalent solution!

Before you begin

You must have a Power Automate account on Premium to create flows with premium connectors such as iAuditor. As the integration requires an iAuditor API token, you must also be on our Premium subscription in order to create the flow.

This flow utilizes Microsoft Outlook as the client to email inspection reports. If your organization doesn’t use Outlook as the email client, it can be interchanged with other connectors such as Power Automate’s Mail connector and Gmail.

Please note, the inspection reports that get emailed are based on the inspections, which the account that generated the API token has access to. If you are an administrator, learn how you can auto-share inspections to yourself or assign the “Data Access” permission to have visibility over all templates and inspections in your organization.

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

1. Recurrence

  1. Sign in to Power Automate.
  2. Click “Create” from the menu on the left-hand side and select “Scheduled flow”.
  3. Configure the following fields:
    Flow name: Add a name for your flow so you can refer back to it easily.
    Starting: The date and time you want your flow to start running at.
    Repeat every: The frequency you want the flow to run on. Set this to “1 Hour”.
  4. Click “Create” to create the flow and its first step.

2. Get past time

  1. Click “+ New step”.
  2. Search for “Date Time” and select the “Get past time” action.
  3. Set the “Interval” to “1” and leave the “Time unit” as “Hour”.

3. Search modified inspections

  1. Click “+ New step”.
  2. Search for “iAuditor” and select the “Search modified inspections” action.
  3. If this is your first time using iAuditor on Power Automate, you would need to authenticate the connector. Configure the following fields and click “Create”:
    Connection Name: We recommend naming the connection by the username from which the API token is generated. This way you can refer back easily should you need to set up multiple iAuditor connections with different accounts.
    API Key: Input your API token in the format of “Bearer [token]”. Make sure there is a space between “Bearer” and the API token.
  4. Configure the following fields:
    Modified After: Click the field and select “Past time” from the dynamic content list.
    Filter by template (optional): If you wish to only email inspection reports from a particular template, click the field to select the template from the list, or select “Enter custom value” and input the template’s unique identifier.
    Archived (optional): Click the field and select “true” if you wish to only email archived inspection reports or select “both” if you wish to email both active and archived inspection reports.
    Completed (optional): Click the field and select “false” if you wish to only email incomplete inspection reports or select “both” if you wish to email both complete and incomplete inspection reports.
    Ownership (optional): Click the field and select “me” if you wish to only email inspection reports owned by your account or select “other” if you wish to only email inspection reports that are owned by other users in your organization.
    Limit: Keep in mind that only a maximum of 1,000 inspections can be processed for each run. If your organization conducts more than 1,000 inspections every hour, you should narrow the frequency in “1. Recurrence” and “2. Get past time”.

4. Export an inspection report

  1. Click “+ New step”.
  2. Search for “iAuditor” and select the “Export an inspection report” action.
  3. Configure the following fields:
    Audit ID: Click the field and select “Inspection Audit ID”. This puts the action within an “Apply to each” action.
    Format: Select to export your inspection reports to either “PDF” or “WORD”.
    Preference ID (optional): Click the field and select the Report Preference you wish to apply. Keep in mind that only Report Preferences for all templates are available.

5. Do until

  1. Click “Add an action”.
  2. Search for “Control” and select the “Do until” action.
  3. Skip the fields for now.

6. Check inspection export status

  1. Click “Add an action” within the “Do until” action.
  2. Search for “iAuditor” and select the “Check inspection export status” action.
  3. Configure the following fields:
    Audit ID: Click the field and select “Inspection Audit ID” from the dynamic content list.
    Export Task ID: Click the field and select “Export Task ID” from the dynamic content list.
  4. Return to “5. Do until” and configure the following fields:
    Choose a value (left): Click the field and select “Export status” from the dynamic content list.
    Choose a value (right): Type in “SUCCESS”.

7. HTTP

  1. Click “Add an action” not within the “Do until” action, but below it.
  2. Search for “HTTP” and select the “HTTP” action.
  3. Configure the following fields:
    Method: Click the field and select “GET”.
    URI: Click the field and select “Export URL” from the dynamic content list.

8. Get a specific inspection

  1. Click “Add an action”.
  2. Search for “iAuditor” and select the “Get a specific inspection” action.
  3. Click the “Audit ID” field and select “Inspection Audit ID” from the dynamic content list.

9. Send an email (V2)

  1. Click “Add an action”.
  2. Search for “Office 365 Outlook” or “Outlook.com” and select the “Send an email (V2)” action.
  3. If this is your first time using Outlook on Power Automate, you would need to authenticate the connector by signing in to your Outlook account.
  4. Click “Show advanced options” at the lower-left of the action and configure the following fields:
    To: Click the field and specify the email recipient(s) you wish to email inspection reports to. Make sure you click “enter/return” on your keyboard for each email you add.
    Subject: Click the field and specify the email subject. You can use dynamic content items to name emails with inspection elements. For example, “[Template Name]: [Inspection Title] | [Score Percentage]”.
    Body: Click the field and specify the email body. Make sure to add the “Inspection Link” from the dynamic content list as this is the web report link. Similar to the subject field, you can also use dynamic content items to include inspection details. Check out the below email body as an example.

    Attachments Name - 1: Click the field and use dynamic content items to create a naming convention for inspection reports. Make sure to add “.pdf” or “.docx” at the end, depending on the report format you selected. For example, “<dynamic_content>.pdf”.
    Attachments Content - 1: Click the field and select “Body” from the dynamic content list, under “HTTP”.

  5. Click “Save” on the bottom or upper-right of the page to save your flow.

Test the flow (optional)

  1. Click “Test” on the upper-right of the page to begin testing the flow. Please note that the flow must be turned on for testing.
  2. Select “I’ll perform the trigger action” and click “Test”.
  3. Click “Run flow” and click “Done” to monitor the test flow.
  4. If successful, the email recipient(s) should start receiving emails containing inspection reports.
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