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Zap Examples - Inspection Spreadsheet Reporting

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Written by Sara Brace
Updated over 12 months ago

Inspection Spreadsheet Reporting

Create a live spreadsheet with inspection data that updates every time an inspection is performed.

Setup

  1. From the Zapier dashboard home screen, click create new Zap https://zapier.com/app/zaps

    Screenshot 2023-08-08 at 11.03.52 AM.png
  2. Search for and select Record360 from the trigger search bar.

    Screenshot 2023-08-08 at 11.05.27 AM (1).png
  3. Select Inspection Created from the Event dropdown

    Screenshot 2023-08-08 at 11.06.46 AM.png
  4. Click “continue”

  5. From here, you’ll be prompted to log in to Record360. Simply use your Record360 username and password to authenticate

  6. Click “test trigger”

    Screenshot 2023-08-08 at 11.08.33 AM.png
  7. Click “continue with selected record”

  8. From the action search dropdown, search for and select your spreadsheet program of choice. Here, I’ll use Google Sheets.

    Screenshot 2023-08-08 at 11.10.48 AM.png
  9. From the action event dropdown, select “create spreadsheet row”. This will allow you to create a row for every inspection that is created in Record360. Then press “continue”.

    Screenshot 2023-08-08 at 11.12.08 AM.png
  10. You may be prompted to log in to google, or another spreadsheet software of your choosing

  11. From here, you’ll need to select which spreadsheet you’d like to send data to. If you already have one, then select it from the dropdown. If not, you’ll need to create a spreadsheet first before continuing.

    Screenshot 2023-08-08 at 11.17.13 AM.png
  12. The headers on your spreadsheet will automatically pull into Zapier, so that you can map fields from Record360 into your spreadsheet. Select the inspection data field from the dropdown that you’d like to map to the column on your spreadsheet. This is quite flexible, but here’s an example you might use. When you’re ready, click “continue”.

    Screenshot 2023-08-08 at 11.20.02 AM.png
  13. From here, you’ll need to test your action, to make sure it’s working properly.

    Screenshot 2023-08-08 at 11.22.34 AM.png
  14. If the test is successful, you’re ready to publish your Zap! Once you publish, data will start to populate into your spreadsheet as inspections are completed in your account.

    Screenshot 2023-08-08 at 11.23.11 AM.png
:tada:

Congratulations, you’ve just automated your reporting process with Record360 and Zapier!

Extra Credit

:green_star:

Let’s say you only want to create reports for inspections with damage. You can achieve this by using Zapier filters, and adding a condition to only create spreadsheet rows in Google Sheets if the inspection has damage. Here are the steps for setting that up:

    1. From your Zap, click the + icon between your trigger and your action to add a new step.

    2. From the right hand side, click “Filter”.

      Screenshot 2023-08-08 at 2.30.20 PM.png
    3. From the filter dropdowns, set your conditions. In this example, we’re only going to send records to Google sheets if the “Damage” field exactly matches “True”.

      Screenshot 2023-08-08 at 2.31.43 PM.png
    4. When you’re ready, press “continue” to test your filter, and then hit “publish” to save your changes!

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