Creating follow up tasks based on audit results is a really powerful way to ensure that your sites are performing at the highest level. We'll talk through how to set up this integration in the steps below.
A heads up - you'll need:
A Standard Plan account on Trail - upgrade in your billing if needed.
A Premium iAuditor account
A Zapier Account
All zaps work with triggers (to start the workflow) and actions - the event you're hoping to automate. In this case, the trigger is an audit completion and the action is the follow-up task.
You might find it helpful to read our guide to getting started with Zapier first.
Check out our video overview:
Step 1 - Trail
Create your follow-up task. We've got one in the library to get you started.
The follow up audit actions will go in the description - so leave this blank for now.
You'll need to make sure it has an Automated Schedule, which means it'll only be triggered by the zap. More info on Automated tasks here.
You'll be able to select a number of days you want this task to run - this will be how long you want to give teams to complete the follow up actions.
You're able to override this each time by adding a field to your audit with a due date. So you can leave this field unless you know you'll always want to give teams the same amount of time to complete the task, e.g. a week.
Step 2 - iAuditor
Hopefully at this stage you already have an iAuditor account and some audit templates setup. If not, you'll need to get this sorted first.
Once you have setup an audit, we need to add a few extra fields to the template:
Follow up actions for Trail - this needs to be a singular text field that contains all the actions.
Deadline for completion - this is to set the due time of the task on Trail
Site ID - to determine which site to assign the task to. There are 2 ways to find the site ID - from the URL, or from the Site Settings page.
Next, complete the audit with some example data to help with later stages. You'll need to add in a real site ID. You can find this on your Site Settings page on the right hand side.
This is a good time to note down your iAuditor API key. This can be found in your profile settings under "API Tokens."
Step 3 - link the two via Zapier
To set up a Zapier account and link it with Trail, follow the steps in this article.
Copy our Zap Template to get started. This will give you the outline of the steps you need to get setup.
Setting up the Trigger
When setting up the trigger, choose iAuditor with the 'Inspection Completion' event.
You'll then need to connect your account & choose the audit you're wanting to create a follow up for. If you haven't already, make sure you've completed this audit at least once, either previously with real data or send a quick dummy one now.
Setting up the Action
You'll need to select Trail as the app and 'Create Task' as the action. If you're copying from the template, this is already done for you.
Let's go through the fields:
Here's where you'll choose your follow up task - the one we made earlier. You should see a task list appear that you're able to select from.
For the site ID, click the box on the right of the text box where you can bring answers from the audit in. In this case the field where you entered the site ID.
This will be your task description and needs to contain your follow up action text field from iAuditor and any other information you want to include. The zap template already has some example content in there.
When is the Task Due?
Bring in the due date from iAuditor if you have one. If you leave this blank the task will use the due time from the task in Trail.
Finally, give that a test and watch the task magically appear at your test site. Should look something like this 👇
The zap template also has additional steps to filter for failed audits and send emails to notify managers that you might want to use. If not, you can just delete these steps.
Note: Zapier premium allows multistep zaps. This allows the full report to be shown via a link alongside a dropdown list for sites (as shown in the video).