Inspection reports are the gateways to your daily activities and results, so it’s important to present them appropriately and display only information that is most relevant. We understand that in most scenarios, you may need to send reports to different cohorts of people, some internal and some external, meaning the information you can include in the reports may also differ. That’s why for this exact use case, you can customize your reports before exporting using what we call Report Preferences. This feature not only allows you to personalize how your reports look for each template or all templates but can also help your frontline users to send reports with ease by pre-filling email recipients and body.

This article outlines the fields you can customize for inspection reports and how you can create Report Preferences to apply the customizations, on the web app and the mobile app.

Before you begin

Report Preferences can be created either for a specific template or for all templates in an organization. Make sure you have the following permissions before creating a Report Preference.

  • For a specific template: You must have at least “View and Edit” permission for the template you wish to create a Report Preference for. Learn how you can share your templates with your team.
  • For all templates: As Report Preferences for all templates can be created from any template, you must have at least “View and Edit” permission for at least one template in your organization and the “Manage Report Preferences” permission. Learn more about permissions and how you can assign them as an administrator.

When creating Report Preferences, you’ll come across several customization options to only include the information you want to display. You can even set up templates to help your team save time by pre-filling emails when sending reports. We recommend familiarizing yourself with the options below before you create your first Report Preference.

Display fields

Filter/settingDescription
Failed itemsThe option to display or omit the number of failed items on the Title Page and the Failed Items summary at the beginning of reports.
ActionsThe option to display or omit the number of actions created on the Title Page and the Actions summary at the beginning of reports.
ScoresThe option to display or omit score percentages from entire reports.
InstructionsThe option to display or omit template instruction fields from entire reports.
Inspection resultsThe option to display or omit inspection pages from reports. If the Report Preference is for a single template, you also have the option to display or omit certain pages from reports. Keep in mind that this does not remove the Failed Items and Actions summary if both are toggled on.
Media summaryThe option to display or omit a summary at the end of reports, showing all the attached photos in large size.
Unanswered questionsThe option to display or omit unanswered questions from reports.
DisclaimerThe option to include or not include a disclaimer at the beginning of reports. You also have the option to customize the disclaimer if toggled on.
Table of contentsThe option to include or not include a table of contents at the beginning of reports.
High quality photosThe option to use or not use high quality photos in reports. Please note that using high quality photos increases the size of your reports, which could affect the ability to send them over email or other methods.
FooterThe option to include or not include a footer for reports. You also have the option to show inspection titles in the footer and display additional information with a maximum of 100 characters.
Only your team can view attached PDF filesThe option to limit or not limit reports' attached PDF files to only users who have access to the inspections on iAuditor. If access is limited, people who attempt to view attached PDF files will be required to log in to iAuditor.

This field is only available for organizations on the sync-less inspections experience, which supports attaching PDF files as instructions or evidence.
Preference logoThe option to upload a logo that is specific to a Report Preference. We recommend uploading a file that is within 900 x 400 pixels and no larger than 5MB. The template logo would be used if no preference logo is uploaded.

Email template fields

When using the iAuditor mobile app, you have the option to send inspection reports via email by selecting “Send PDF” or “Send Word”. If used in conjunction with a Report Preference, you can also pre-fill the recipient fields, the email body, and automatically attach the report.

IMPORTANT NOTE

Please note that this feature is only compatible with the native mail apps on Android and iOS.

For each Report Preference, you have the option to set up a template to pre-fill the following fields:

FieldDescription
To:The email recipient(s) to pre-fill.
Cc:The carbon copy (Cc) email recipient(s) to pre-fill.
Bcc:The blind carbon copy (Bcc) email recipient(s) to pre-fill.
Subject:The email subject to pre-fill. You can use the formating options below to pre-fill with inspection details.
Email bodyThe email body to pre-fill. You can use the formating options below to pre-fill with inspection details.

The following formatting options can be used in the Subject and Email body fields to dynamically pre-fill with inspection details. The formatting options must be entered with the matching capitalization to work.

  • [TemplateTitle]: The template title. E.g. “Office Risk Assessment”.
  • [InspectionTitle]: The inspection title. E.g. “Surry Hills / 20 Jul 2020”.
  • [InspectionDate]: The date the inspection was conducted on in dd/Month/yyyy format. E.g. “26 Feb 2020”.
  • [Score]: The inspection score in percentage. E.g. “80%”.

Create a Report Preference

Web app

  1. Log in to the iAuditor web app.
  2. Select “Templates” from the menu on the left-hand side.
  3. Hover your cursor over the template you wish to create a Report Preference for and click “Edit” on the right-hand side.
  4. Click “Report” on the top of the page.
  5. Click “+ New preference” on the lower-right corner of the page, in the Report Preference panel. If you have multiple Report Preferences created already, you may need to scroll down in the panel to see the “+ New preference” option.
  6. Select whether you wish to create a preference “For this template only” or “For all templates”. Keep in mind that this selection is only available if you have the “Manage Report Preferences” permission.
  7. Name your preference by clicking the pen icon at the top of the panel, then customize your display fields accordingly.
  8. Click “Create and next” at the bottom of the panel to create the Report Preference.
  9. You can set up the email template for when your team uses the “Send PDF” or “Send Word” option to send inspection reports on the mobile app. Please note that the options are only compatible with the native mail apps on both Android and iOS devices.
  10. Click “Save” at the bottom of the panel to save the changes. If the preference is for all templates, click “Save & apply to all templates” in the pop-up window to confirm.
  11. We recommend setting the preference as the default preference if you would like to have it selected automatically when you and your team view and export reports. You can do so by clicking the blue text next to “Default preference:” at the top of the panel and selecting the preference.
  12. Repeat from step 5 for any other Report Preferences you wish to create in the template.

Mobile app

  1. Log in to iAuditor on your mobile device.
  2. Tap “Inspections” at the bottom of your screen.
  3. Select the “Templates” tab at the top of your screen.
  4. Search for the template you wish to create a Report Preference for.
  5. Select accordingly:
    Mobile phones: Tap the template and select “Edit template” from the pop-up options.
    Tablets: Tap the pen icon on the right-hand side.
  6. Tap “Report” at the top of your screen.
  7. Tap “Report Preference” at the upper-left of your screen.
  8. Tap “+ New preference” at the bottom of your screen.
  9. Select whether you wish to create a preference “For this template only” or “For all templates”. Keep in mind that this selection is only available if you have the “Manage Report Preferences” permission.
  10. Name your preference by tapping the pen icon at the top of your screen, then customize your display fields accordingly.
  11. Tap “Create and next” at the bottom of your screen to create the Report Preference.
  12. You can set up the email template for when your team uses the “Send PDF” or “Send Word” option to send inspection reports on the mobile app. Please note that the options are only compatible with the native mail apps on both Android and iOS devices.
  13. Tap “Save” at the bottom of your screen to save the changes. If the preference is for all templates, tap “Save & apply to all templates” in the pop-up window to confirm.
  14. We recommend setting the preference as the default preference if you would like to have it selected automatically when you and your team view and export reports. You can do so by tapping the blue text next to “Default preference:” at the top of your screen and selecting the preference.
  15. Repeat from step 8 for any other Report Preferences you wish to create in the template.
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