Templates are the foundation of your iAuditor experience - they define your team’s daily workflow, structure how your reports look, and shape how the data your team captures is presented. In your context, this could mean a form you fill in for certain tasks, a checklist you go through each day before work, or a report you generate and send to clients. No matter what processes you may have in place, they can be translated into iAuditor templates with our intuitive drag-and-drop template editor and multiple response types to capture the information you need!

This article aims to get you familiarized with everything to do with templates in iAuditor by covering the following topics:

  • Walkthrough of how to build a simple template to demonstrate the basic functions.
  • Outline the resources you may find useful when editing and managing templates, including how to share templates and set permissions on the feature.
  • Provide answers to some of the frequently asked questions when it comes to templates.

Build a template

This walkthrough takes you through the steps of building a simple template on the web app, covering some of the basics when creating a new template. Whilst it’s also possible to create templates on the mobile app, we recommend building templates on the web app for the best experience.

Please note that only users with the Template Creation permission can create new templates or download them from the public library. Learn more about permissions and how you can assign them as an administrator.

  1. Log in to the iAuditor web app.
  2. Select “Templates” from the menu on the left-hand side.
  3. Click “New Template” on the upper-right corner of the page.
  4. On this page, you have the following options to create a new template:
    + Blank template: Create a new template from scratch, which is covered in this walkthrough.
    Upload and convert form: Upload an existing document to be converted into an iAuditor template. You can check out some of the sample documents we have for this feature.
    Find a template from the public library: Search from the hundreds of thousands of free templates available on our Public Library, created and shared by the SafetyCulture team and iAuditor users like yourself. Learn how you can download templates from the Public Library and upload templates to share with the iAuditor community!
  5. For this walkthrough, click “+ Blank template” to create a new template, ready to be edited.
  6. Click “Untitled template” on the upper-left corner of the page to name the template. This is the name users see on the web app and mobile app Templates list, helping them to identify which template to use for new inspections.
  7. Click “+ Add description” to add a description to the template. This is what users see when they select the template.
  8. A new template by default has a Title Page and an Inspection page.
  9. The Title Page includes 3 questions, capturing the date, the author, and the location of an inspection from the template. You can customize the Title Page to capture more vital information to be displayed on the front page of your reports and populate inspection titles.
  10. You can start adding questions on the Inspection page or if you have a list of questions already in an external document, you can copy and paste them in.
  11. You can select the most appropriate response type for each question you add, by clicking the downward arrow under the “Type of response” column on the right-hand side.
  12. If you want to see how your template works in action, you can view and interact with the “Preview” pane on the right-hand side. The “Preview” updates as you edit your template.
  13. Click “Back to list” on the upper-left corner of the page once you’re finished editing the template.
  14. Now you can share your template with your team and start conducting inspection!

Remember that there is virtually no limit to what you can create with the template editor! We recommend familiarizing your self with the resources below to know what you have available when creating templates. Also, you can always check out templates on the Public Template Library if you need inspiration from templates created by other iAuditor users, or contact our customer support team for tips and advice.

Resources

This section lists the support articles you may find useful when editing and managing templates in your organization.

Template editor

ArticleDescription
Template response typesThis article lists the different types of responses available to you when building templates. We recommend familiarizing yourself with what each response type does so that you can select the most appropriate ones when building templates.
Download templates from the Public LibraryThis article shows you how to download templates from the Public Template Library. As all the templates you download are fully customizable in the template editor, this is a great way to find inspiration for templates you may want to create from scratch down the line.
Convert Word, Excel, and PDF forms into iAuditor templatesThis article shows you how to upload and convert any existing Word, Excel, or PDF forms or checklists you may have into iAuditor templates. If you’re unsure if the formatting of your form will be accepted, we also have sample forms you can check out and try uploading.
Customize template Title PagesThis article outlines how you can customize the Title Page in your templates to display vital information for your users during inspection and readers in final reports.
Set inspection title formatsOnce your Title Page is customized to have all the vital information you need to display, you can follow the instructions in this article to set up your inspection title formats. These are essentially naming conventions for your inspections that auto-populate using responses on the Title Page!
Add questionsAs one of the most basic functions in the template editor, this article shows you how to add questions to your templates and select appropriate response types for each one.
Create and move sectionsSections are a great way to help organize your inspection questions into categories. This article shows you how to create and move or rearrange sections in the template editor.
Copy and paste questions into templates from external documentsThis article shows you how to copy questions from external documents and paste them into your templates. This can be very useful when you have existing questions in a document already and want to add them to a new or existing template.
Copy and paste questions in bulkThis article shows you how to copy and paste questions in bulk in the template editor. This is an easy way to duplicate questions within a template or even across different templates. You can also delete questions in bulk using the same method.
Create and manage custom response setsThis article shows you how to create and manage custom response sets in your templates. As the foundation of your multiple-choice questions, you can create as many custom response sets as needed in your templates to suit your team’s inspection context.
Set multiple-choice failed responsesThis article shows you how to set multiple-choice responses as failed responses in your templates. By marking responses of interest as failed, you can track your team’s missed opportunities and create actions to resolve these issues.
Set multiple-choice response colorsThis article outlines how you can set multiple-choice response colors in your templates to improve the overall visual experience, not just for your users during inspections, but also for readers when viewing the final reports.
Create and manage Global Response SetsThis article outlines how you can create and manage Global Response Sets in your organization. This can be very useful when you have a list of assets, projects, or locations that need to be reused across multiple templates. Rather than creating custom response sets in every template, you can create a single Global Response Set that can be used and updated across all templates in the organization.
Add and format inspection document numbersThis article outlines how you can add and format document numbers in your templates to help distinguish inspections created from the same template.
Add and format text answer questionsThis article shows you how to create and format text answer questions in your templates. This response type is very useful in capturing answers or responses to open-ended questions, such as for comments or descriptions of observations.
Add barcode scanner questionsAs barcodes are widely used in some industries to help minimize manual input and human error, this article shows you how to add questions in your templates to capture barcodes during inspections and lists the barcode formats we support.
Create temperature response questionsThis article shows you how to create questions in your templates to capture temperature responses and outlines the thresholds you can set to help identify failed responses from inspections.
Add line breaks within questionsThis article shows you how to add line breaks within questions in your templates. This can be useful when you have lengthy questions that need to be formatted in a reader-friendly manner, especially for instructions.
Manage inspection template scoringThis article shows you how to manage scoring in your inspection templates to give your team insights into how they’re performing over time.
Make questions mandatoryThis article outlines how you can make questions mandatory in your templates to ensure your team answers all relevant questions before they can mark an inspection as complete.
Set question responses to notify usersThis article shows you how to set multiple-choice responses to notify users of your organization when selected. This is a great way to let someone know about the results or progress of inspections, based on the answers to questions.
Add and remove Logic fieldsThis article shows you how to add and remove Logic fields from your templates. As one of the advanced features in the template editor, this is the perfect solution for scenarios where you have templates that need to cover different topics that require different questions to be asked. Rather than listing all the questions on a page and leaving most unanswered for not being relevant, you can add Logic fields to your templates so that certain questions are asked only if the condition of an earlier question in the inspection is met.
Create and disable Repeat sectionsThis article shows you how to create and disable Repeat sections in your templates. As one of the advanced features in the template editor, it’s great for scenarios where your team may need to inspect the same type of item multiple times in a day, answering the same set of questions. Rather than starting a new inspection for each item, you can create Repeat sections in your templates to allow your users to repeat the same set of questions as many times as needed in a single inspection.
Add and replace report logosThis article shows you how to add logos or remove existing ones from your inspection reports from the template editor.
Customize inspection reportsThis article outlines how you can use the Report Preference feature to customize your inspection reports. Using the feature, not only can you select what kind of information you wish to display in your reports, but also set up email templates for whenever your users send reports from the mobile app.

Template management

ArticleDescription
Set permissions around templatesIf you are an administrator, you can manage the permissions on template creation and the ability to upload templates to the Public Template Library in your organization. This article outlines how you can assign or remove permissions from users, groups, or the entire organization.
Sharing: Four key questionsSharing is a fundamental part of iAuditor. You can control who gets access to templates for new inspections and who automatically receives the results of those inspections. This article outlines the four key questions you should consider before setting up your template sharing and inspection auto-sharing.
Share templates and auto-share inspectionsThis article shows you how to share templates with your team and set up inspection auto-sharing. It also outlines the permission or access levels you can provide for the sharing.
Manage template sharing and inspection auto-sharingThis article shows you how to manage existing sharing settings for both templates and inspections. If you have not set up sharing on your templates or inspections yet, we recommend following the article above to set up sharing.
Archive and delete templatesLooking to delete old templates or simply file some away from your active templates list? This article shows you how to archive and restore archived templates, as well as how to delete archived templates.
Duplicate or copy templatesThis article shows you how to duplicate existing templates. Perfect for when you want to create a new template based on the structure of an existing one.
Bookmark templatesThis article shows you how to bookmark templates so you can access your frequently used templates easily for inspections.
Upload and remove templates from the Public LibraryThis article shows you how to upload and remove templates from the Public Template Library. We encourage you to share your templates with the iAuditor community and empower other customers to find inspiration for their own templates.
Share templates with other organizationsThis article shows you how to share templates with users who are not part of your iAuditor organization. This can be useful when different teams or departments in your company or organization need to use a template you have created already, but are not in your iAuditor organization.
Export and import iAuditor templatesThis article shows you how to export and import iAuditor templates. This is a great way to share templates with users outside of your iAuditor organization by sending them copies of the template to be imported.

FAQ

Are there prebuilt templates I can download and use?

Absolutely! We have hundreds of thousands of templates on our Public Library that are fully customizable, ready to be downloaded. Learn how you can download templates from the Public Library and how to upload them should you have any you wish to share with the iAuditor community.

Why can’t I download templates from the Public Library into my account?

It’s likely that you don’t have the “Template Creation” permission in your organization. You can reach out to your administrator and request to have the permission assigned to your account.

Why can’t I see the option to create “New Template” in my account?

It’s likely that you don’t have the “Template Creation” permission in your organization. You can reach out to your administrator and request to have the permission assigned to your account.

Why can’t I edit a template created by my colleague?

It’s likely that you don’t have the minimum “View and Edit” permission to the template. You can reach out to your colleague and request to have the template be shared with you, with “View and Edit” permission or higher.

Why can’t I see inspections conducted by my team when I’m the owner of the template they’re using?

It’s likely that your team’s inspections are not set to auto-share to you when conducted. You can manage your template’s sharing setting to have new inspections auto-share to you with set permissions. You can also contact our customer support team to have the updated setting apply to existing inspections.

How can I add questions in my templates?

You can check out our support article on how to add questions in your templates!

I have a list of questions in an Excel file already, can I import them into iAuditor as a template?

Absolutely! You can either upload the form and convert it into a new iAuditor template or copy the list of questions and paste them into an existing template.

Can I merge templates?

No, it’s not possible to merge templates. However, you can use the copy and paste feature to copy questions from one template to the other.

How can I change an inspection title/name?

Inspection titles/names can not be changed on an inspection by inspection basis, instead, they follow naming conventions that can be set from the template editor. Learn how you can customize your inspection title formats!

Can I use my company logo for my reports?

Absolutely! Check out how you can add your logos to inspection reports.

Can I customize my inspection reports before I export them?

Yes, you can! Learn how you can create Report Preferences to customize your reports and even build email templates to pre-fill automatically when you send reports on the mobile app.

How to move sections

You can move sections by clicking the arrow next to the title and collapse the section, then click the 6 dots to drag and drop the section into place.

What is a Logic field?

Logic fields are an advanced feature available in the template editor. Great for scenarios where a template may cover different topics that require different questions to be asked. Rather than listing all the questions on a page and leaving most unanswered for not being relevant, you can add Logic fields to your templates so that certain questions are asked only if the condition of an earlier question in the inspection is met. This not only prevents unnecessary empty/white spaces in your reports, but also improves the inspection experience of your users as they would only see questions that are relevant to their specific task at hand.

How do I add Logic fields in my template?

Check out our support article on how you can add Logic fields in your templates.

I seem to have an empty Logic field in my template, how can I delete/remove it?

Check out our support article on how to remove Logic fields in your templates.

What is a Repeat section?

Repeat sections are an advanced feature available in the template editor. This is very useful when your team needs to inspect the same type of item multiple times in a day, answering the same set of questions. Rather than starting a new inspection for each item, you can create Repeat sections in your templates to allow your users to repeat the same set of questions as many times as needed in a single inspection.

How can I create Repeat sections?

Check out our support article on how to create Repeat sections in your templates.

I want to build a new template based on an existing one, can I copy the template and edit the copy?

Yes, you can! Learn how you can duplicate or copy templates.

Can I share templates with a colleague outside of my iAuditor organization?

Yes, you can! However, you both must be on our Premium subscription to share templates across organizations.

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