Running a business can be unpredictable, but a good record-keeping system can make things easier. While most organizations may utilize cloud storage systems to save their inspection reports, it can be taxing to rely on teammates to send in reports manually, particularly for large teams who conduct inspections regularly. Using integration tools such as Zapier, you can set up automation to upload completed inspection reports to cloud storage systems. This not only reduces the time spent by your frontline users and administrators to send, receive, and process reports, but also minimizes human error.

This article outlines the steps to automatically export and upload completed inspection reports to Dropbox, as the cloud storage solution. This guide uses Dropbox as the storage app. However, if this is not the app you wish to use, Zapier supports a range of other cloud drive solutions, such as Google Drive and OneDrive. If your organization utilizes Microsoft Suite Softwares, it is also possible to upload reports automatically to SharePoint with Power Automate.

Requirements

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

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

Steps to set up your Zap

Set up each Zap using a single trigger and a series of actions. A “trigger” in Zapier is the event that starts the automation, and an “action” is a process that is the result of the trigger.

In this setup, the Zap triggers on inspection completion and is then followed by a series of actions that first start the inspection process, then grab the exported report, and finally upload the report to a cloud drive. This guide uses Dropbox as the storage app. However, if this is not the app you wish to use, Zapier supports a range of other cloud drive solutions, such as Google Drive and OneDrive.

Trigger: 1. Audit Completion in iAuditor by SafetyCulture

  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 and select “iAuditor by SafetyCulture.”
  5. Choose from “Any Audit Completion” or “Audit Completion” as the trigger event, then “CONTINUE.”
    Any Audit Completion: the Zap triggers whenever an inspection is complete, regardless of the template
    Audit Completion: the Zap triggers only when inspections from a specific template are complete
  6. If this is your first Zap with iAuditor, you will need to “+ Add a New Account” with your login credentials
    Otherwise, select your iAuditor account from the list and click “CONTINUE.”
  7. If you selected "Audit Completion" as the trigger event, select the template name from the drop-down list to specify which template’s corresponding inspection results trigger the Zap.
    IMPORTANT NOTE

    Only the 20 most recently used templates show. "Used" is defined as the completion of an inspection from a template. If your desired template doesn't show on the list, make a small modification in the template editor and refresh the Zapier drop-down list.

  8. For the Zap to function, you need to make sure that there is at least one recently completed inspection, and from the template selected if applicable.
  9. Click "TEST & CONTINUE" to retrieve this recently completed inspection as a sample to be used in the next steps.

Action: 2. Start Inspection Export (New) in iAuditor by SafetyCulture

  1. With the trigger set, it is time to configure the following "action."
  2. Search and select “iAuditor by SafetyCulture.”
  3. Choose "Start Inspection Export (New)" as the action event, then “CONTINUE.”
  4. Select your iAuditor account from the list and click “CONTINUE.”
  5. Configure the following:
    Audit ID: The unique identifier of an inspection, click on the field, and select “Audit ID” from the list, nested under “1. (Any) Audit Completion in iAuditor by SafetyCulture.”
    Document Type: The type of report to generate, click on the field, and select from “PDF” and “WORD.”
    Preference (optional): The report preference to apply to the inspection export; you only have the option to associate report preferences set "for all templates.”
  6. Click “CONTINUE”
  7. Select “TEST & CONTINUE” to test the action
  8. Click the “ + “ icon below to create a new action

Action: 3. Delay For

  1. Search and select “Delay by Zapier.”
  2. Choose “Delay For” as the action event, then “CONTINUE.”
    IMPORTANT NOTE

    It is important to create a Delay, so iAuditor has enough time to export each inspection report fully.

  3. Configure the following:
    Time Delayed For (value): The value as a number, click on the field and type in “10” as the value
    Time Delayed For (unit): The unit of time, click on the field and select “Minutes” from the list
  4. Click “CONTINUE”
  5. Select “TEST & CONTINUE” to test the action
  6. Click the “ + “ icon below to create a new action

Action: 4. Get Inspection Report (New) in iAuditor by SafetyCulture

  1. Search and select “iAuditor by SafetyCulture.”
  2. Choose "Get Inspection Export (New)" as the action event, then “CONTINUE.”
  3. Select your iAuditor account from the list and click “CONTINUE.”
  4. Configure the following:
    Audit ID: The unique identifier of an inspection, click on the field, and select “Audit ID” from the list, nested under “1. (Any) Audit Completion in iAuditor by SafetyCulture.”
    Export Task ID: The unique export message, click on the field, and select “Message ID” from the list, nested under “2. Start Inspection Export (New) in iAuditor by SafetyCulture.”
  5. Click “CONTINUE”
  6. Select “TEST & CONTINUE” to test the Zapier action
  7. Click the “ + “ icon below to create a new Zapier action

Action: 5. Upload File in Dropbox

  1. Search and select “Dropbox.”
  2. Choose "Upload File" as the action event, then “CONTINUE.”
  3. If this is your first Zap with Dropbox, you will need to “+ Add a New Account” with your login credentials
    Otherwise, select your Dropbox account from the list and click “CONTINUE.”
  4. Configure the following:
    Folder: The location where reports upload. Click on the field, and select from the list.
    File: The exported report, click on the field, and select “Audit Report (Exists but not shown)” from the list, nested under “4. Get Inspection Report (New) in iAuditor by SafetyCulture.”
    Overwrite (optional): Specify whether the file can be overwritten or not if one of the same names exists
    Specify File Name (optional): Use information from the inspection to populate the file name dynamically, click on the field to use free text or a combination of both
    Specify File Extension (optional): If you specify the file name in the field above, you must specify the file extension accordingly, click on the field, and input “.pdf” for PDF format, or “.docx” for WORD format
  5. Click “CONTINUE”
  6. Select “TEST & CONTINUE” to test the action, if successful, the sample inspection report should upload to your designated Dropbox folder.
  7. Click the “Name your zap” field on the top left corner of the page to name your Zap
  8. Turn on your Zap by toggling the On/Off switch either at the bottom, or the top right corner of the page. Zapier now starts to upload completed inspections automatically to Dropbox.

(optional): 5. Upload File in Dropbox - sort reports into folders by site name

You can also set up your integration to specify file names when uploading the inspection reports to Dropbox. This action demonstrates how you can sort your reports into folders by their selected site names.

  1. Search and select “Dropbox.”
  2. Choose "Upload File" as the action event, then “CONTINUE.”
  3. If this is your first Zap with Dropbox, you will need to “+ Add a New Account” with your login credentials
    Otherwise, select your Dropbox account from the list and click “CONTINUE.”
  4. Configure the following:
    Folder: The location where reports will upload to, click on the field, and select where you wish to sort reports into folders first. Then click on the field again and select “Custom.” Type in “ /“ and search for “Site Name” from the list. Select “Sc Audit Data Site Name”
    Zapier to Dropbox
    IMPORTANT NOTE

    The sample inspection pulled from step 1 must have a site selected for it to appear as an option.


    File: The exported report, click on the field, and select “Audit Report (Exists but not shown)” from the list, nested under “4. Get Inspection Report (New) in iAuditor by SafetyCulture.”
    Overwrite (optional): Specify whether the file can be overwritten or not if one of the same names exists
    Specify File Name (optional): Use information from the inspection to populate the file name dynamically, click on the field to use free text or a combination of both
    Specify File Extension (optional): If you specify the file name in the field above, you must specify the file extension accordingly, click on the field, and input “.pdf” for the PDF format, or “.docx” for WORD format
  5. Click “CONTINUE”
  6. Select “TEST & CONTINUE” to test the action, if successful, the sample inspection report should upload to your designated Dropbox folder
  7. Click the “Name your zap” field on the top left corner of the page to name your Zap
  8. Turn on your Zap by toggling the On/Off switch either at the bottom or the top right corner of the page. Zapier now starts to upload completed inspections automatically to Dropbox and sort them into folders by site names.
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