Having access to the information you need is an important factor in achieving success for an organization. In iAuditor, you can set up inspections to auto-share with certain users and groups based on who conducted the inspections. However, we understand that this may not suit every organization, especially when inspections are conducted by the same team across different sites with each site manager needing access to their sites' completed inspections. Using integration tools such as Zapier, you can automatically share inspections with users or groups based on the site that’s selected for an inspection.

This article shows you how to create a Zap to automatically share completed inspections with users or groups, based on the selected site.

Before you begin

You must have a Zapier account on Premium to create Multi-Step Zaps. As the integration requires an iAuditor API token, you must also be on our Premium subscription in order to create the Zap.

This Zap utilizes the Sites feature, where a site is selected at the beginning of each inspection. Learn how you can add sites to your organization. We also recommend making sure you have inspections completed with sites selected in your account, so they can be pulled as samples when creating the Zap.

The primary action in this Zap requires the unique identifiers of the users or groups you wish to share completed inspections with. You can obtain a user or group’s unique identifier either via the web app or via the iAuditor API.

As the Zap shares inspections from the perspective of your iAuditor account, you must have full access over the inspections you wish to auto-share. Learn how you can auto-share inspections to yourself or assign the “Data Management” permission to have full access 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. Any Inspection Completion (Advanced) in iAuditor by SafetyCulture

  1. Log in to Zapier.
  2. Click “MAKE A ZAP” on the upper-left of the page.
  3. Search and select “iAuditor by SafetyCulture” under “1. When this happens …”.
  4. Select from the list of events, you may need to click “Show more events” to see the options.
    Any Inspection Completion (Advanced): Select this option if you would like to automatically share all completed inspections your account has access to.
    Inspection Completion (Advanced): Select this option if you would like to automatically share only completed inspections from a specific template, which your account has access to.
  5. Click “CONTINUE”.
  6. Select your iAuditor account from the dropdown menu. If this is your first Zap with iAuditor, click “+ Add a New Account” from the dropdown menu and add your iAuditor account to Zapier with an API token.
  7. Click “CONTINUE”.
  8. If you selected “Inspection Completion (Advanced)” in step 4, click the dropdown menu to select the template. Please note that only the 20 most recently modified templates are shown. If the template you wish to use is not on the list, you can make a small modification in the Template Editor, then “Refresh Fields” to find the template. Click “CONTINUE” once you’ve selected the template.
  9. Click “Test trigger” and click “CONTINUE” once an inspection has been found.

2. Utilities

  1. Search and select “Formatter by Zapier” under “2. Do this …”.
  2. Select “Utilities” from the list of events.
  3. Click “CONTINUE”.
  4. Click the “Transform” dropdown menu and select “Lookup Table” from the list.
  5. Click the “Lookup Key” dropdown menu, under “Values”, and select “1. Sc Audit Data Site Name: <site name>” from the list.
  6. Fill in the fields accordingly:
    Lookup Table (left): The site name to look for. Make sure the site name you fill in matches the site name in iAuditor.
    Lookup Table (right): The unique identifier of the user or group you wish to share with based on the corresponding site name you filled in.
  7. Click the “+” icon to add another item or click “CONTINUE” when you’re ready to move on.
  8. Click “Skip Test” as there would be no active data to test with.

3. Share Inspection in iAuditor by SafetyCulture

  1. Click the “+” below the last action to create a new action.
  2. Search and select “iAuditor by SafetyCulture”.
  3. Select “Share Inspection” from the list of events.
  4. Click “CONTINUE”.
  5. Select your iAuditor account from the dropdown menu.
  6. Configure the following fields.
    Inspection: Click on the field and select “Audit ID” under “1. (Any) Inspection Completion (Advanced) in iAuditor by SafetyCulture”.
    Recipient User: Select the permission you wish to provide first. View Only, View Edit, or View Edit Delete. Then click the field under the permission, and select “2. Sc Audit Data Site Name: <id>” under “2. Utilities”.
    Recipient Group: Select the permission you wish to provide first. View Only, View Edit, or View Edit Delete. Then click the field under the permission, click “Custom” and select “2. Sc Audit Data Site Name: <id>” under “2. Utilities”.
    IMPORTANT NOTE

    You must fill in both “Recipient User” and “Recipient Group” if you used both user and group unique identifiers in the Zap.

  7. Click “CONTINUE”.
  8. Click “TEST & CONTINUE”. This should share the sample inspection pulled in the first action to the user or group you set.
  9. Turn on your Zap to start auto-sharing inspections by sites. We recommend that you also name your Zap on the upper-left corner of the page.
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