Scoring is a powerful tool that can provide insights into how your organization is performing over time and help identify opportunities for improvement from inspections that achieve low scores. Using integration tools such as Power Automate (previously Microsoft Flow), you can automatically generate and email web report links from inspections that score below a threshold, so that your team always stays on top of issues that may need to be addressed.

This article shows you how to create a Power Automate flow to automatically email web report links when inspection scores fall below a threshold. 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 to create the flow.

This flow utilizes Microsoft Outlook as the client to email web report links. If your organization doesn’t use Outlook, it can be interchanged with other connectors such as Gmail.

Please note, the inspections that get checked for scores are based on the inspections, which the account that generated the API token has access to. If you’re an administrator, you can provide yourself inspection access or assign yourself the “Data Access” permission to have visibility over all 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: Set the date and time you want the flow to start running.
    Repeat every: Set the frequency 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, authenticate the connector by configuring the following fields, then clicking “Create”.
    Connection Name: We recommend that you name the connection by the account username or email from which the API token is generated.
    API token: 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 web report links of inspections from a specific 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 web report links of archived inspections, or select “both” for active and archived inspections.
    Completed (optional): Click the field and select “false” if you wish to only email web report links of incomplete inspections, or select “both” for complete and incomplete inspections.
    Ownership (optional): Click the field and select “me” if you wish to only email web report links of inspections that are owned by your account, or select “other” for inspections that are owned by other users in your organization.
    Limit: Keep in mind that each flow run can only process up to 1,000 inspections. 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. Get a specific inspection

  1. Click “+ New step”.
  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. This puts the action within an “Apply to each” action.

5. Condition

  1. Click “Add an action”.
  2. Search for “Control” and select the “Condition” action. This creates two windows as part of the action. “If yes” and “If no”.
  3. Configure the following fields.
    Choose a value (left): Click the field and select “Score Percentage” from the dynamic content list.
    Threshold: Click the field and select “is less than”.
    Choose a value (right): Click the field and type in the score threshold you wish to set, between 0 and 100.

6. Retrieve an inspection web report link

  1. Click “Add an action” within the “If yes” window.
  2. Search for “iAuditor” and select the “Retrieve an inspection web report link” action.
  3. Click the “Audit ID” field and select “Audit ID” from the dynamic content list.

7. Send an email (V2)

  1. Click “Add an action” within the “If yes” window.
  2. Search for “Microsoft 365 Outlook” and select the “Send an email (V2)” action.
  3. If this is your first time using Outlook on Power Automate, authenticate the connector by signing in to your Outlook account.
  4. Configure the following fields.
    To: Click the field and specify the email recipient(s) you wish to email web report links 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 email body below as an example.
  5. Click “Save” on the bottom or upper-right of the page to save the 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 web report links, for any inspection that receives a score below the threshold you set in “5. Condition”.
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