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Digitize checklists (Part 1)

Learn how to download free templates or convert your existing paper forms into digital checklists to streamline workflows in your SafetyCulture organization.

How do I digitize my checklists?

After you have set up your SafetyCulture organization, it’s time to start digitizing your checklists. You may have paper forms piled on your desk, digital copies stored on your device, or are thinking about creating new ones but unsure where to begin. There are three sure-fire ways to start this process.

  1. Download templates from the Library: Browse through thousands of free templates across every industry. Explore industries, preview templates, and find the ones that fit your business needs. You can also download any template and customize it to suit your team's specific needs.

  2. Convert your existing forms: You can upload anything on hand, and we'll convert everything for you.

  3. Explore the Templates feature: As early as now, we want to highlight that it is always a best practice to learn how to build templates from scratch in SafetyCulture. This will allow you to easily change your templates as you improve your workflows.

1. Download templates

The Library in SafetyCulture is a centralized content hub where you can browse ready-made templates, courses, and collections. With thousands of content available, you can download templates directly to your account to conduct inspections and create checklists, and have the ability to edit them to suit your organization's needs.

What you'll need

Download a template from the Library

  1. Log in to the web app.

  2. Select Library iconLibrary in the sidebar or select it in Assets gallery view iconMore.

  3. Select Templates at the top of the page to filter by templates.

  4. Click Filter (bar) iconFilter at the top of the page to filter by industry in the side panel. You can also search by entering keywords or scroll to browse the list.

  5. Select a template.

  6. In the side panel, click Get template.

  1. Open the mobile app.

  2. Tap Assets gallery view iconMore at the lower-right corner of your screen.

  3. Select Library iconLibrary from the list.

  4. Tap Templates at the top of the screen to filter by templates.

  5. Tap Filter (bar) icon at the top of the screen to filter by industry. You can also search by entering keywords or scroll to browse the list.

  6. Tap the template you want to download.

  7. Tap Get template. Download a template from the Library via the mobile app.

2. Convert forms

Converting existing forms or checklists and adding them to SafetyCulture improves data accessibility and storage, helps you collect and analyze your data easily, and streamlines 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 sometimes not turn out to be exactly what you're after. We encourage you to edit your template further and give your own finishing touches to make the best version of your forms for your team.

You can convert Excel files up to 5MB and images (JPEG or PNG) or PDF files up to 10MB.

What you'll need

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.

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.

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.

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.

← Previous article: Manage your users (Part 3) | Next article: Digitize checklists (Part 2) →

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