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Auto-send inspection reports by email via Zapier

Automatically deliver completed inspection reports from Lumiform to any recipient’s inbox using Zapier and Webhooks—no manual effort needed.

What you need

  • Plan requirement: This feature is available on Enterprise plans.
  • Permissions: Admin permissions in Lumiform to access webhook settings.
  • Third-party accounts:
    • Active Zapier account
    • Email app/service connected to Zapier (e.g., Gmail, Outlook)

Step-by-step setup

  1. Create a Zap in Zapier

    • Log in to zapier.com and click “Create Zap.”

  2. Set the trigger to “Webhooks by Zapier”

    • Choose “Webhooks by Zapier” as the trigger app.
    • Select “Catch Hook.”
    • Copy the webhook URL Zapier generates.

     

  3. Register the webhook in Lumiform

    • In Lumiform, go to Administration > Webhooks.
    • Click “Add Webhook” and paste the Zapier webhook URL.
    • Choose Inspection completed as the event to trigger the webhook.
    • Save your changes.

     

  4. Test the connection

    • Complete an inspection in Lumiform.
    • In Zapier, ensure a webhook notification is received and contains the event ID.

  5. Retrieve inspection data (optional, advanced)

    • Insert an “API Request” Zapier step if you want to pull the full inspection report details using the record ID from the webhook.
    • Use the “Webhooks by Zapier – GET” method and authenticate with your Lumiform Public API token.

  6. Configure the email action

    • Add an “Email by Zapier,” “Gmail,” or “Outlook” action step.
    • Use the data from the webhook (or API step) to fill out your email subject, body, and recipients. Attach reports or include links as needed.

  7. Test and activate your Zap

    • Send a test email to confirm everything works.
    • Turn on your Zap to enable automation.

Example use cases

  • Send to management: Automatically send a PDF summary of every completed inspection to management or customers.
  • Instant notifications: Send a “completed inspection” email to a job site foreman with all relevant details.
  • Multiple recipients: Email QA, safety, and compliance teams all at once as soon as a report is submitted.

Troubleshooting: common errors and fixes

  • No email is sent: Ensure the Zap is live, the webhook URL is saved in Lumiform, and an “Inspection completed” event was triggered.
  • Missing inspection data: Remember, the initial webhook only supplies the event type and record ID. Use a follow-up API request in Zapier to pull full report content.
  • Authentication errors (API step): Double-check your Lumiform API token and permissions if using the Public API within your Zap.

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