Customize inspection reports with report layouts

Learn how to customize inspection reports by creating and updating report layouts via the web app and the mobile app.

What are report layouts?

Report layouts are configurations you can create to hide or show the information that's most important to you in your inspection reports. Using report layouts, you can also create email templates to pre-fill email recipients and message bodies to help your frontline users send off inspection reports while out on-site with ease.

What you'll need

Any SafetyCulture Plan
Web app or mobile app
Any seat type
"Conduct, edit" template access level at a minimum

Take note

Report layouts can be created either for a specific template or for all templates in an organization. Depending on the layout you want to create, you may require certain permissions and template access levels:
- Report layouts for specific templates: You must have the "Conduct, edit" template access level.
- Report layouts for all templates: You must have the "Conduct, edit" template access level at a minimum for at least one template in your organization and the "Templates: Report layouts" permission.

Filters and settings

When you create or update a report layout, you'll come across the following filters and settings to help customize your inspection reports:

Setting	Description
Cover page (Premium and Enterprise plans only)	The option to upload a cover page that is specific to a report layout. We recommend uploading an image that is A4-sized (3508 x 2480 pixels) and no larger than 5 MB. Images that are too tall or wide will be squeezed to fit A4 dimensions.
Logo	The option to upload a logo that is specific to a report layout. We recommend uploading a file that is within 900 x 400 pixels and no larger than 5MB. The template logo will be used if no report layout logo is uploaded.
Page size	The option to export reports with A4 (21 x 29.7 cm or 8.3 x 11.7 inches) or US letter (21.6 x 27.9 cm or 8.5 x 11 inches) sizing. The default size setting is A4.
Thumbnail size	The option to choose the size of image thumbnails under each question (Premium and Enterprise plans only).
Photo resolution	The option to choose the resolution of images.

Filter/setting	Description
Footer	The option to include or not include a footer with page numbers for reports. You also have the option to show inspection titles in the footer and display additional information with a maximum of 100 characters. If an inspection's title exceeds one line, it'll be automatically trimmed.
Table of contents	The option to include or not include a table of contents at the beginning of reports.
Page break	The option to remove breaks between pages to save space on your reports.
Flagged items	The option to display or omit flagged items throughout reports and on the title page, or the "Flagged items" summary page.
Actions	The option to display or omit actions throughout reports and on the title page, or the "Actions" summary page.
Disclaimer	The option to include or not include a disclaimer at the beginning of reports. You also have the option to customize the disclaimer if turned on.
Inspection results	The option to display or omit inspection pages from reports. If the report layout is template-specific, you also have the option to display or omit specific pages from reports. Keep in mind that this does not remove the "Flagged items" and "Actions" summary pages if both are turned on.
Media summary	The option to choose the size of images for the media summary in your PDF and Word reports.
Scores	The option to display or omit all scores from reports.
Instructions	The option to display or omit template instruction fields from reports.
Unanswered questions	The option to display or omit all unanswered questions from reports.
Checkboxes	The option to display or omit checked and unchecked responses from reports.

Email template fields

Setting up email templates doesn't result in completed inspection reports sending automatically. To automate emailing inspection reports, you can use an integration. If you're interested in emailing inspection reports automatically without using integrations, please let us know by submitting your feedback.

You can set up templates as part of report layouts to pre-fill email recipients and message bodies, for when users email inspection reports via the mobile app's "Send PDF" and "Send Word" options.

Field	Description
To:	The email recipients to pre-fill.
Cc:	The carbon copy (Cc) email recipients to pre-fill.
Bcc:	The blind carbon copy (Bcc) email recipients to pre-fill.
Subject:	The email subject to pre-fill. You can use the formatting options to pre-fill inspection details.
Email body	The email body to pre-fill. You can use the formatting options below to pre-fill inspection details.

The following formatting options can be used in the "Subject" and "Email body" fields to dynamically pre-fill inspection details:

[TemplateTitle]: The template title. For example, "Office Risk Assessment".
[InspectionTitle]: The inspection title. For example, "Surry Hills / 20 Jul 2020". Learn more about how to customize your inspection title for each template.
[InspectionDate]: The date and time the inspection was completed, in yyyy-Month-dd hh:mm XM format. For example, "2020-Feb-26 5:31 AM".
[Score]: The inspection score in percentage. For example, "80%".

Please note that the formatting options must be entered in the outlined uppercase and lowercase to work. For example, "[Score]" must be used with an uppercase "S".

Create a report layout

Log in to the web app.
Select Templates from the menu on the left-hand side.
Click the template and select Edit report in the side panel.
If this template doesn't have any report layouts, you can start configuring the new one in the side panel. Alternatively, click New layout on the upper-left corner of the page.
If you have the "Templates: Report layouts" permission, select between For this template only and For all templates.
Click on the right-hand side of the layout's name to name the layout, then customize your settings accordingly.
You can also set up an email template using the Email template tab, for when your users email inspection reports via the mobile app. Please note that pre-filling is only compatible with the native mail apps on both Android and iOS devices.
Click Save.
If you want this report layout to be the default layout for inspection reports created from this template, click Choose any layout under "Default layout" and select it.

Open the mobile app.
Tap Inspections at the bottom of your screen.
Select the Templates tab at the top of your screen.
Tap the template and select Edit template from the pop-up options.
Tap Report at the top of your screen.
Tap Report Layout at the upper-left of your screen.
If this template doesn't have any report layouts, you can start configuring the new one on this page. Alternatively, tap New layout at the top of your screen.
If you have the "Templates: Report layouts" permission, select between For this template only and For all templates.
Tap at the top to name the layout, then customize your settings accordingly.
You can also set up an email template using the Email template tab, for when your users email inspection reports via the mobile app. Please note that pre-filling is only compatible with the native mail apps on both Android and iOS devices.
Tap Saveat the bottom of your screen.
Tap Create and next.
If you want this report layout to be the default layout for inspection reports created from this template, tap Choose any layout under "Default layout" and select it.

Update a report layout

Log in to the web app.
Select Templates from the menu on the left-hand side.
Click the template and select Edit report in the side panel.
Click on the right-hand side of the layout's name.
Update the layout accordingly.
Click Save. If the layout is for all templates, click Save and apply to all templates.

Open the mobile app.
Tap Inspections at the bottom of your screen.
Select the Templates tab at the top of your screen.
Tap the template and select Edit template from the pop-up options.
Tap Report at the top of your screen.
Tap Report Layout at the upper-left of your screen.
Tap on the layout name's right-hand side.
Update the layout accordingly.
Tap Save. If the layout is for all templates, tap Save and apply to all templates.

Frequently asked questions

Currently, it's not possible to customize image descriptions (e.g. Photo 1). If you want to customize them, please let us know by submitting your feedback.

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