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Convert Excel, images, and PDF forms into templates

Learn how to convert Excel, image, and PDF forms into templates in SafetyCulture via the web app and mobile app to reuse existing forms and reduce manual setup.

Why convert existing forms?

Converting existing forms or checklists and adding them to SafetyCulture improves data accessibility and storage. This helps you collect and analyze your data and streamline your organization's workflows. You can cut down on paper and storage costs and significantly reduce your team's turnaround time.

We understand that the template might not always be exactly what you're after. We encourage you to edit your template further and add your own finishing touches to create the best version of your forms for your team.

If you already have a Word file, you can convert it to an Excel, an image, or a PDF, or upload your document for our customer enablement team to convert for you.

What you'll need

Make sure to stay on the page while the template is converting to prevent errors during the process.

You can only upload 1 Excel file at a time, with a maximum file size of 5 MB. If your file has more than 5 sheets, only the first 5 sheets will be converted.

Convert an Excel into a template

  1. Log in to the web app.

  2. Select Templates iconTemplates in the sidebar or select it in Assets gallery view iconMore.

  3. Click Plus iconCreate on the upper-right corner of the template list.

  4. Click Convert an Excel, image, or PDF.

  5. In the pop-up window, drag your files to the "Drag your form here" section or click browse to select files.

  6. Click Continue. This starts the template conversion.

  7. Edit your template as needed.

  8. Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

  1. Open the mobile app.

  2. Tap Inspections icon mobileInspections in the navigation bar or select it from Assets gallery view iconMore.

  3. Select Templates tab at the top of your screen.

  4. Tap Plus filled icon at the lower-right corner of your screen.

  5. From the pop-up menu, tap Upload or cloud up arrow icon.Upload media.

  6. In the upload media screen, tap File iconUpload file.

  7. Select an Excel file to start the conversion process.

  8. Edit your template as needed.

  9. Tap Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

You can only upload up to 6 images at a time, with a total file size of 10 MB.

Convert an image into a template

  1. Log in to the web app.

  2. Select Templates iconTemplates in the sidebar or select it in Assets gallery view iconMore.

  3. Click Plus iconCreate on the upper-right corner of the template list.

  4. Click Convert an Excel, image, or PDF.

  5. In the pop-up window, drag your image to the "Drag your form here" section or click browse to select files.

  6. Click Continue to start the template conversion.

  7. Edit your template as needed.

  8. Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

  1. Open the mobile app.

  2. Tap Inspections icon mobileInspections in the navigation bar or select it from Assets gallery view iconMore.

  3. Select Templates tab at the top of your screen.

  4. Tap Plus filled icon at the lower-right corner of your screen.

  5. From the pop-up menu, tap Upload or cloud up arrow icon.Upload media.

  6. In the upload media screen, select one of the following options:

    • Camera (media) iconTake photo: Use your device's camera to take a photo of your existing form.

    • Image iconSelect photo: Choose images of your existing form to upload from your gallery.

  7. Edit your template as needed.

  8. Tap Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

You can only upload 1 PDF file at a time, with a maximum file size of 10 MB.

Convert a PDF into a template

  1. Log in to the web app.

  2. Select Templates iconTemplates in the sidebar or select it in Assets gallery view iconMore.

  3. Click Plus iconCreate on the upper-right corner of the template list.

  4. Click Convert an Excel, image, or PDF.

  5. In the pop-up window, drag your files to the "Drag your form here" section or click browse to select files.

  6. Click Continue to start the template conversion.

  7. Edit your template as needed.

  8. Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

  1. Open the mobile app.

  2. Tap Inspections icon mobileInspections in the navigation bar or select it from Assets gallery view iconMore.

  3. Select Templates tab at the top of your screen.

  4. Tap Plus filled icon at the lower-right corner of your screen.

  5. From the pop-up menu, tap Upload or cloud up arrow icon.Upload media.

  6. In the upload media screen, tap File iconUpload file.

  7. Select a PDF file to start the conversion process.

  8. Edit your template as needed.

  9. Tap Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

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