In order to raise your standards, whether it’s safety or quality, it’s important to identify areas of interest in your inspection workflows and mark them for tracking. With iAuditor, you can set specific multiple-choice responses as “failed responses” so that they are flagged on each inspection report when selected. Using integration tools such as Zapier, you can create an automation to only email iAuditor inspection reports that contain failed items or responses with Gmail. This can help your organization to address issues the moment that they are identified by your users.

This article shows you how to create a Zap to automatically email inspection reports that contain failed items with Gmail.

Before you begin

Keep in mind that you need to have set up multiple-choice failed responses in your templates, for this Zap to function in only emailing inspection reports with failed items.

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 Gmail as the client to email inspection reports. If your organization doesn’t use Gmail as the email client, it can be interchanged with other connectors such as Microsoft Outlook and Email by Zapier.

Please note, the inspection reports that get emailed are based on the inspections, which the account that generated the API token has access to. If you’re an administrator, learn how you can auto-share inspections to yourself or assign the “Data Access” permission to have visibility 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 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.
    Any Inspection Completion: Select this event if you wish to upload all completed inspections your account has access to.
    Inspection Completion: Select this event if you wish to only upload 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” 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. Run Python

  1. Search and select “Code by Zapier” under “2. Do this …”.
  2. Select “Run Python” from the list of events.
  3. Click “CONTINUE”.
  4. Configure the following fields.
    Input Data (left): Type in “audit_id”.
    Input data (right): Click the field and select “1. Audit ID”.
    Code: Download this code snippet, then copy and paste it into the field. Make sure to replace “API_token” on line 3 with your iAuditor API token.
  5. You should see something that resembles the following example.
  6. Click “CONTINUE”.
  7. Click “TEST & CONTINUE”.

3. Only continue if…

  1. Click the “+” below the last action to create a new action.
  2. Search and select “Filter by Zapier”.
  3. Configure the following fields.
    Choose field…: Click the field and select “2. Proceed” under “2. Run Python”.
    Choose condition…: Click the field and select “(Boolean) Is true”.
  4. Click “Continue”.

4. Start Inspection Export (New) 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 “Start Inspection Export (New)” from the list of events.
  4. Click “CONTINUE”.
  5. Select your iAuditor account from the dropdown menu.
  6. Click “CONTINUE”.
  7. Configure the following fields.
    Audit ID: Click the field and select “1. Audit ID” under “1. (Any) Inspection Completion in iAuditor by SafetyCulture”.
    Document Type: Click the field and select the inspection report format, either “PDF” or “WORD”.
    Preference: Click the field and select the Report Preference you wish to apply. Keep in mind that only Report Preferences for all templates are available.
  8. Click “CONTINUE”.
  9. Click “TEST & CONTINUE”.

5. Delay For

  1. Click the “+” below the last action to create a new action.
  2. Search and select “Delay by Zapier”.
  3. Select “Delay For” from the list of events.
  4. Click “CONTINUE”.
  5. Configure the following fields.
    Time Delayed For (value): Type in “5”.
    Time Delayed For (unit): Click the field and select “Minutes”.
  6. Click “CONTINUE”.
  7. Click “TEST & CONTINUE”.

6. Get Inspection Report (New) 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 “Get Inspection Export (New)” from the list of events.
  4. Click “CONTINUE”.
  5. Select your iAuditor account from the dropdown menu.
  6. Click “CONTINUE”.
  7. Configure the following fields.
    Inspection ID: Click the field and select “1. Audit ID” under “1. (Any) Inspection Completion in iAuditor by SafetyCulture”.
    Export Task ID: Click the field and select “4. Message ID” under “4. Start Inspection Export (New) in iAuditor by SafetyCulture”.
  8. Click “CONTINUE”.
  9. Click “TEST & CONTINUE”.

7. Send Email in Gmail

  1. Click the “+” below the last action to create a new action.
  2. Search and select “Gmail”.
  3. Select “Send Email” from the list of events.
  4. Click “CONTINUE”.
  5. Select your Gmail account from the dropdown menu. If this is your first Zap with Gmail, click “+ Add a New Account” from the dropdown menu, then sign in to Gmail and add it to Zapier.
  6. Click “CONTINUE”.
  7. Configure the following fields:
    To: Click the field and specify the email recipient(s) you wish to email inspection reports to.
    Subject: Click the field and specify the email subject. You can use inspection details from the dropdown menu to create a naming convention. For example, “[1. Template Name]: [1. Audit Title]”.
    Body: Click the field and specify the email body. Similar to the subject field, you can use inspection details to construct the email body. Check out the example below.

    Attachments: Click the field and select “6. Audit Report” under “6. Get Inspection Export (New) in iAuditor by SafetyCulture”.

  8. Click “CONTINUE”.
  9. Click “TEST & CONTINUE”. This should send an email to the recipient(s) you specified.
  10. Turn on your Zap to start emailing inspection reports that contain failed items to your specified recipient(s). We recommend that you also name your Zap on the upper-left corner of the page.
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