Managing schedules effectively can be a critical part of success, especially when you have multiple tasks to delegate. Using Zapier, an integration can be set up to automate the process of starting inspections from calendar events. This article outlines how to start inspections from Google Calendar events, as well as steps to share the inspections to certain users and email notify them as assignments.

Requirements

  1. iAuditor Premium subscription
  2. iAuditor API Token
  3. Zapier subscription (for Multi-Step Zaps)
  4. Google account

Steps to set up your Zap

Each Zap is set up using a single trigger and a series of actions. A trigger in Zapier is the event that causes particular results and an action is the process that is the result of the trigger.

In this setup we will set the initial trigger as when a defined Google Calendar event starts, followed by the start of the inspection, which will be shared to a certain user, then an email will be sent to notify the user.

Trigger: 1. Event Start in Google Calendar

  1. Setup or sign-in to your Zapier account
  2. Select “Make a Zap!” (+ icon) in the upper left-hand corner
  3. Step 1 prompts you to input a “Trigger” app
  4. Search for Calendar and select “Google Calendar”
  5. Choose "Event Start" as the trigger event, then "CONTINUE"
  6. If this is your first Zap with Google Calendar, you will need to “+ Add a New Account” with your login credentials
    Otherwise, select your Google Calendar account from the page and click “CONTINUE”
  7. Now customize the event start details:
    Calendar: Select the calendar where the trigger events will be created
    Time Before: The length of time before the event to trigger the Zap
    Time Before (Unit): The unit of time for the previous field
    Search Term: The term set so that the Zap only triggers on events containing the search term
  8. Click “CONTINUE”
  9. For the Zap to function, you will need to make sure that there is at least one event created on the selected calendar, and containing the search term if applicable
    Click “TEST & CONTINUE” to retrieve this recently completed inspection, if the test is successful you will be notified and can continue to the next step

Action: 2. Start Audit in iAuditor by SafetyCulture

  1. With the trigger of inspection step complete, it is time to configure the following Action
  2. Search and select “iAuditor by SafetyCulture”
  3. Choose "Start Audit" as the action event, then "CONTINUE"
  4. If this is your first Zap with iAuditor, you will need to “+ Add a New Account” by providing your API token
    Otherwise, select your iAuditor account from the drop-down list and click “CONTINUE”
  5. Select the template name from the drop-down list to specify which template will be used to start inspections, and click “CONTINUE”
    IMPORTANT NOTE

    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. Select “TEST & CONTINUE” to test the Zap
  7. Click “Done editing”
  8. Continue by clicking the + icon and add a new step

Action: 3. Find User in iAuditor by SafetyCulture

  1. Search for iAuditor and select “iAuditor by SafetyCulture”
  2. Choose "Find User" as the action event, then "CONTINUE"
  3. Select the iAuditor account (connected in the previous action) then “CONTINUE”
  4. Type in the email of the user you need to share the inspection to
    Alternatively, if your event description contains just the email of the user, this field can be pulled dynamically to find user, by selecting "1. Description" in the drop-down list under "1. Event Start in Google Calendar"
    IMPORTANT NOTE

    The user must be in the same organization with you, and the email typed in must match this user's iAuditor account email.

  5. Click “CONTINUE”
  6. Select “TEST & CONTINUE” to test the Zap
  7. Click “Done editing”
  8. Continue by clicking the + icon and add a new step

Action: 4. Share Audit in iAuditor by SafetyCulture

  1. Search for iAuditor and select “iAuditor by SafetyCulture”
  2. Choose "Find User" as the action event, then "CONTINUE"
  3. Select the iAuditor account (connected in the previous action) then “CONTINUE”
  4. Now customize the inspection sharing details:
    Audit: Search and select "Audit ID" from the drop-down list
    Recipient User: Enter in the users you wish to assign View, View Edit, or View Edit Delete permissions accordingly
    Recipient Group: Select the groups you wish to assign View, View Edit, or View Edit Delete permissions accordingly
    See our support article here for further information on sharing permissions
    IMPORTANT NOTE

    If the user found and to be notified needs to edit the inspection, you must assign this user View Edit permission as a minimum.

  5. Click “CONTINUE”
  6. Select “TEST & CONTINUE” to test the Zap
  7. Click “Done editing”
  8. Continue by clicking the + icon and add a new step

Action: 5. Send Email in Gmail

  1. Search and select "Gmail"
  2. Choose "Send Email" as the action Event, then "CONTINUE"
  3. If this is your first Zap with Gmail, you will need to “+ Add a New Account” with your login credentials
    Otherwise, select your Gmail account from the page and click “CONTINUE”
  4. Customize the email accordingly - items from the event and the inspection can be used in the email body dynamically
    IMPORTANT NOTE

    You must complete all required fields in this step.

  5. Click “CONTINUE”
  6. Select "TEST & CONTINUE" to test the Zap
  7. Name your Zap (on the top left corner)
  8. Toggle on your Zap (on the top right corner)
  9. The recipient will now start receiving email notifications for inspection started by Google Calendar events
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