Automated collection of site inspection reports and images

Purpose

1. Automate the end-to-end collection, organization, and distribution of site inspection reports and associated images for architecture project management workflows.

2. Ensures timely uploading, tagging, storage, and sharing of field reports and photographic documentation by automating intake from various sources (email, app forms, cloud storage, or direct uploads).

3. Eliminates manual sorting, repetitive uploading, missed reports, lost images, and enables real-time progress tracking and compliance through automated data validation and notifications.

Trigger Conditions

1. Automated email receipt containing report attachments or download links.

2. Form submissions (Google Forms/Typeform/Formstack) completed by site inspector.

3. Mobile app upload event triggered (e.g., Fulcrum, GoCanvas).

4. File upload to designated cloud folder (Dropbox/Box/Google Drive/SharePoint).

5. Scheduled time-based automation (e.g., nightly sweeps for new reports/images).

Platform Variants

1. Gmail API

• Feature/Setting: Use “watch” event for specific mailbox/folder; configure filter on subject/attachments to trigger automation.
  

2. Outlook Graph API

• Feature/Setting: Set webhook for new messages with inspection report keyword or attachment for automated extraction.
  

3. Google Drive API

• Feature/Setting: Monitor/folder change event for automated detection of new uploads; use automated folders for project tagging.
  

4. Dropbox API

• Feature/Setting: Use /files/list_folder/longpoll to trigger automation when report files/images are added.
  

5. OneDrive API

• Feature/Setting: Set up webhook on “ContentCreated” for automated collection from project folders.
  

6. Box Webhooks

• Feature/Setting: Monitor upload events with webhook for specific project folder; automatedly route files.
  

7. Microsoft Power Automate

• Feature/Setting: Use automated trigger “When a file is created” in SharePoint/OneDrive to start automating.
  

8. Trello

• Feature/Setting: Automate card creation and attachment upload when a new report file is detected on cloud storage.
  

9. Monday.com API

• Feature/Setting: Post new update and attach images automatically to project boards upon new file event.
  

10. Slack API

• Feature/Setting: Automate posting notifications and image previews to dedicated inspection channels.
  

11. Asana API

• Feature/Setting: Use “Task Created” event to automate attachment of field reports and link images.
  

12. Notion API

• Feature/Setting: Automate creation of a new page or update database with inspection documentation and images.
  

13. Google Forms API

• Feature/Setting: “Form Submit” trigger automates pushing responses and image URLs to project database or folder.
  

14. Typeform Webhooks

• Feature/Setting: Automatedly receive form triggers, extract uploads, and route documents to cloud/system.
  

15. Fulcrum API

• Feature/Setting: Automate polling new records with photo fields and export into project directories.
  

16. GoCanvas API

• Feature/Setting: “Submission Created” event for automated file pulling and image collation.
  

17. Zapier Platform

• Feature/Setting: Use automator “New Attachment in Email/Folder” triggers to bridge between cloud services.
  

18. Airtable API

• Feature/Setting: Automatedly add report metadata and file links as new table entries; route images.
  

19. DocuSign API

• Feature/Setting: Automate storing signed inspection PDFs and append supporting photo evidence.
  

20. Smartsheet API

• Feature/Setting: Automate row creation/attachment of new inspection reports in project tracking sheets.
  

21. SharePoint

• Feature/Setting: Automated trigger for uploaded files in project folder to sync with master database.
  

22. Pipedream

• Feature/Setting: Automate multi-platform flow from intake to storage/notification with chained triggers and actions.
  

Benefits

1. Automated site report workflows reduce manual errors and save substantial admin time.

2. Automated notifications improve response speed and real-time project visibility.

3. Centralized automated archiving enables fast retrieval and compliance readiness.

4. Automated image sorting ensures visual records are linked to correct projects and dates.

5. Automation minimizes human bottlenecks, enhances team collaboration, and audits project progress with automated logs.