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Zapier: Email web report links when inspection scores fall below a threshold

Learn how to create a Zap to automatically email web report links when inspection scores fall below a threshold.

Scoring is a powerful tool that can provide insights into how your organization is performing over time and help identify opportunities for improvement from inspections that achieve low scores. Using integration tools such as Zapier, you can automatically generate and email web report links from inspections that score below a threshold, so that your team always stays on top of issues that may need to be addressed.

If your organization uses Power Automate as the integration tool, you can create a flow that delivers an equivalent solution!

What you'll need

Take note

  • This Zap utilizes Gmail as the client to email web report links, it can be interchanged with other connectors such as Microsoft Outlook.

  • Inspections that get checked for scores are based on the inspections your account has access to. Learn how to give yourself inspection access by creating access rules or assigning the "Override permissions: View all data" permission.

If you run into any errors or have any questions regarding the integration, please contact our customer support team for assistance.

If you're a part of multiple organizations, please contact our customer support team for assistance in connecting Zapier to the correct SafetyCulture organization.

1. Any Inspection Completed in SafetyCulture

  1. Log in to Zapier.

  2. Click Create Zap on the upper-left of the page.

  3. Search and select SafetyCulture under "1. Trigger"

  4. Click the "Event" dropdown menu and select from the following options:

    • Any Inspection Completed: Select this event if you want to email all completed inspections your account has access to.

    • Inspection Completed: Select this event if you want to only email completed inspections from a specific template to which your account has access.

  5. Click Continue.

  6. Select your SafetyCulture account from the dropdown menu. If this is your first Zap with SafetyCulture, click Sign in and then add your SafetyCulture account to Zapier by logging in.

  7. Click Continue.

  8. If you selected "Inspection Completed" in step 4, click the dropdown menu to select the template. Please note that only the 20 most recently modified templates are shown. If the template you want to use is not on the list, select the Custom tab from the dropdown menu and enter the template's unique identifier in the text field. An example of inserting a custom template ID on Zapier.

  9. Click Test trigger and click Continue once an inspection has been found.

2. Only continue if...

  1. In "2. Action", search and select Filter by Zapier.

  2. Configure the following fields:

    • Choose field…: Click on the field and select Score percentage (%).

    • Choose condition…: Click on the field and select (Number) Less than.

    • Enter value: Click the field and enter the score threshold you want to set, between "0" and "100".

  3. Click Continue.

3. Create Public Inspection Report Link in SafetyCulture

  1. Click image at the bottom of the Zap.

  2. Search and select SafetyCulture.

  3. Click the "Action Event" dropdown menu and select Create Public Inspection Report Link.

  4. Click Continue.

  5. Select your SafetyCulture account from the dropdown menu.

  6. Click Continue.

  7. Click on the "Inspection ID" field and select Inspection ID under "Any Inspection Completed in SafetyCulture".

  8. Click Continue.

  9. Click Test & continue. This should generate a web report link for the sample inspection.

4. Send Email in Gmail

  1. Click image at the bottom of the Zap.

  2. Search and select Gmail.

  3. Click the "Action Event" dropdown menu and select Send Email.

  4. Click Continue.

  5. Select your Gmail account from the dropdown menu. If this is your first Zap with Gmail, you will need to click Sign in to Gmail and authenticate the app by signing into your Gmail account.

  6. Click Continue.

  7. Configure the following fields:

    • To: Click the field and specify the email recipients you want to email web report links to.

    • Subject: Click the field and specify the email subject. You can use dynamic content items to name emails with inspection elements. For example, "[1. Template name]: [1. Inspection title] | [1. Score percentage (%)]".

    • Body: Click the field and specify the email body. Make sure to add the "3. Web Report Link" under "3. Create Public Inspection Report Link in SafetyCulture" from the dropdown menu as this is the web report link. Similar to the subject field, you can also use items from the dropdown menu to include inspection details. Check out the below email body as an example. An example of Gmail in Zapier to send inspection report links.

  8. Click Continue.

  9. Click Test & continue. This should send an email to the recipients you specified.

  10. Publish your Zap to start emailing low-score web report links to your specified recipients. We also recommend that you name your Zap on the upper-left corner of the page.

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