As one of the most used spreadsheets applications, Microsoft Excel has established itself as a household name when it comes to data analysis. Offering a wide variety of functions, it’s not only a place to store information but can also help people effortlessly analyze and visualize data. Using integration tools such as Power Automate (previously Microsoft Flow), you can automatically export your iAuditor inspection data to populate an Excel Online spreadsheet, so your team can access the latest information captured by your frontline users at any time and analyze the data with ease.

This article shows you how to create a Power Automate flow to automatically export inspection data into an Excel Online spreadsheet. 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 article requires the use of Power Automate expressions and question unique identifiers to export inspection responses, we recommend that you familiarize yourself with the use of expressions and learn how to locate question item IDs for integrations.

Please note that this flow does not support inspection questions that are within Repeat sections, or multiple-choice questions that have “multiple selection” enabled.

This flow utilizes Microsoft Excel Online as the solution to store inspection data. Make sure you have a spreadsheet in your organization’s Excel Online account with columns formatted as a table in advance, for each question you wish to export. If your organization doesn’t use Excel Online spreadsheets, it can be interchanged with other connectors such as Google Sheets and SharePoint lists.

Please note, the inspection data that gets exported 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: As inspection data differs between templates, you must filter by a specific template for this flow. 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 export the data of archived inspections, or select “both” for active and archived inspections.
    Completed (optional): Click the field and select “false” if you wish only export the data of incomplete inspections, or select “both” for complete and incomplete inspections.
    Ownership (optional): Click the field and select “me” if you wish only export the data 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. Filter array

  1. Click “Add an action”.
  2. Search for “Data Operations” and select the “Filter array” action.
  3. Configure the following fields.
    Array to filter: Click the field and select “Expression”. Then enter the following expression. If the question response you wish to export is in the Title Page, replace [‘items’] with [‘header_items’].
    body('Get_a_specific_inspection')['items']

    Choose a value (left): Click the field and select “Expression”. Then enter the following expression.
    item()['item_id']
    Choose a value (right): Click the field and enter the unique identifier (item_id) of the question.

  4. You should see something that resembles the following example. We recommend that you click the 3 dots on the upper-right of the action and “Rename” it to something you can refer back to as the question label, such as “Jobsite Hazard Check”.

6. Compose

  1. Click “Add an action”.
  2. Search for “Data Operations” and select the “Compose” action.
  3. Click the field and select “Expression”. Then enter your expression based on the corresponding question’s response type. You can copy and paste the samples we have for each response type. For example, if the response type is text answer, the following expression should be entered.
    body('Filter_array')?[0]?['responses']?['text']
  4. Please note that the ‘Filter_array’ in the sample refers to the label of the action in “5. Filter array”. If you followed our recommendation and renamed the action, you should match the expression with the new name. For example, if the filter array action was renamed to “Jobsite Hazard Check”, the following expression should be entered with underscores (_) substituting spaces.
    body('Jobsite_Hazard_Check')?[0]?['responses']?['text']
  5. You should see something that resembles the following example. We recommend that you click the 3 dots on the upper-right of the action and “Rename” it to something you can refer back to as the corresponding question’s response, such as “Jobsite Hazard Check Response”.
  6. Repeat steps “5. Filter array” and “6. Compose” in combination, for each inspection question data you wish to export.

7. Add a row into a table

  1. Click “Add an action”.
  2. Search for “Excel Online (Business)” or “Excel Online (OneDrive)” and select the “Add a row into a table” action.
  3. If this is your first time using Excel Online on Power Automate, authenticate the connector by signing in to your Excel Online account.
  4. Configure the following fields.
    Location: Click the field and select the spreadsheet’s location.
    Document Library: Click the field and select the spreadsheet’s directory.
    File: Click the folder icon on the right-hand side, then find and select the spreadsheet file.
    Table: Click the field and select the table.
    Column Name: The columns you formatted as a table in the Excel Online spreadsheet will appear as fields to populate. Click each field and select each “Compose” action’s “Outputs” from the dynamic content list.

  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, you should start seeing inspection data being exported to populate your Excel Online spreadsheet.
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