This article shows you how to export audit reports automatically with Zapier, a 3rd party service. You can also use Microsoft Flow to export to Outlook, SharePoint and many other applications. See here for more on that.
Connecting information between SafetyCulture and other business tools gives you complete visibility over your operations. With the SafetyCulture API (available with a Premium subscription) you can build custom workflows to achieve a seamless auditing process.
To simplify the administration of managing completed Audits, an organisation’s administrator can put in place an automatic export of Audit reports (without needing any manual intervention,) minimising the time spent administering completed audits in your file management system. The conducted audit will simply appear in your designated cloud storage system.
Build Custom Workflows
Export Audits upon completion
Use different file formats (Word or PDF)
Apply existing Export Profiles already in place on your Templates
Provide a strict naming convention to each Audit File Name
Utilise a rigid folder structure
Automatically Export Completed Audits to Cloud Storage System
For organisations with a large number of audits being conducted, this automation can help avoid errors and save time. Now, you’ll be able to automatically export a completed Audit, apply a strict file naming convention and upload to cloud storage system.
Here’s an example of how it works
An Administrator wants to automate the audit reporting process and store the files in their own cloud storage system without relying on users to send their reports by email or export manually from the SafetyCulture Web Platform. The process is automated to save time, reduce human error and increase consistency.
Sample automatic export of a report
A paid Zapier account is required to configure this workflow.
A premium iAuditor subscription is required to connect Zapier.
Export Audits for a specific Template from the SafetyCulture cloud and upload the file to DropBox using the steps below:
- ‘Make a Zap’ in your account to get started.
2. Initially, you’ll need to choose the Trigger App – Search for ‘iAuditor.’
3. Select the ‘Audit Completion’ trigger which fires whenever a new audit is completed for a selected template and then click ‘Save + Continue’:
4. To validate the account, pick your iAuditor account from the next page or click ‘Connect a New Account’ if this is your first Zap. You will need to provide your API token which can be accessed from the ‘My Profile’ section within the iAuditor Web Platform (see screenshot below). Click ‘Save + Continue.’
5. Select the Template from the drop down list that you would like the resulting Audits generated from and click ‘Continue’:
6. For the Zap to function, you will need to make sure that you have at least one recent audit completed from the Template selected. Click ‘Fetch & Continue’ to retrieve this recently completed Audit. If the test is successful you will be notified and you can continue onto the next step.
7. Now we have set up a trigger for when an Audit is completed from a specific Template, we need to configure the resulting Action. Search for ‘iAuditor’ and select the ‘Prepare Audit Report’ Action. This will allow you to create a PDF or Word Document from the Audit triggered above.
8. To validate the account, pick your SafetyCulture account from the next page. Click ‘Save + Continue’
9. Configure the Audit Export details and click ‘Continue’:
Audit ID: The unique ID of the Audit – Select the Audit ID from the recently completed Audit.
Document Type: The type of report to generate, either a PDF or Word document.
Export Profile (optional): Apply a previously created Export Profile to the Audit to make sure the report appearance remains consistent.
Timezone (optional): Choose the Olson timezone or use a custom value to convert dates and times to within the report. This option defaults to GMT/UTC when left unselected.
10. Click ‘Create + Continue’ to complete the Action. If the test is successful you will be notified and you can continue onto the next step by clicking ‘Add a step’.
11. Search for the Action ‘Delay by Zapier’. This allows you to set a timed delay in your workflow. In this case, the delay needs to be put in place to ensure SafetyCulture has enough time to fully generate the Audit Report. This is a critical requirement for the Zap to work correctly. If omitted, all exports will fail. Select the ‘Delay For’ option followed by ‘Save + Continue’.
12. Add a minimum of ‘10’ to the ‘Time Delayed For (value)’ field and ‘Minutes’ to the ‘Time Delayed For (unit)’. Click ‘Continue’.
13. Click ‘Create + Continue’ to complete the Delay Action in your workflow. If the test is successful you will be notified and you can continue onto the next step by clicking ‘Add a step’.
14. Search for iAuditor and select the ‘Get Audit Report’ which retrieves an Audit report that has already been prepared. Click ‘Save + Continue’.
15. To validate the account, pick your iAuditor account from the next page. Click ‘Save + Continue’
16. Configure the Audit Export details and click ‘Continue’:
Audit ID: The unique ID of the Audit – Select the Audit ID from the recently completed Audit in Step 1
Export Task ID: The unique export task ID which is created during the ‘Prepare Audit Report’ Action in Step 2.
17. Click ‘Create + Continue’ to complete the ‘Get Audit Report’ Action in your workflow. If the test is successful you will be notified and you can continue onto the final step by clicking ‘Add a step’.
18. The final step in the workflow is to move the Audit into your preferred cloud storage system. For this example we will move the file to a Dropbox account but you could use Onedrive, or Google Drive for example. Search for Dropbox in the ‘Action App’ list, click ‘Upload File’ followed by ‘Save + Continue’.
19. Connect your Dropbox account if you haven’t done so already and click ‘Test’ to make sure the connection is successful. Click ‘Save & Continue’.
20. Configure the Dropbox Upload and click ‘Continue’:
Directory: The directory to place the new file into.
File: Select the File ‘Audit Report’ from Step 4
Overwrite (optional): Specify whether the file can be overwritten or not
Specify File Name (optional): Use information from the Audit to populate the file name, use free text or a combination of both.
Specify File Extension (optional): Specify an extension if required.
21. A preview of the Action will be displayed. Click ‘Create + Continue’ to complete the ‘Dropbox upload’ Action in your workflow. If the test is successful you will be notified and you can complete the workflow by clicking ‘Finish’.
22. Name your Zap accordingly and turn it on to start automatically checking iAuditor for Audit completions and to move them into your cloud storage system.
Your final Zap should follow the workflow below if uploading the completed Audits to Dropbox:
You could also add an Action to automatically email the completed report using ‘Gmail’ or ‘Email by Zapier’. More information on Automatically emailing Audit Reports is available here.