How to Email Inspection Reports from Inspect Point

📧 Overview

You can email inspection reports directly to your customers without leaving Inspect Point.

The Send Report window allows you to review recipients, customize the email subject and message, and send the report directly from Inspect Point. Once sent, Inspect Point automatically updates the report's Sent On date and saves a record in the communication log.

🔄 What's Changing?

Previously, selecting Send to contacts opened a pre-filled email draft in Outlook or your default email application, where you would complete and send the message.

With the updated workflow, emails are sent directly through Inspect Point.

📤 How to Email an Inspection Report

Step 1: Locate the Inspection Report

Navigate to the report you want to email. Reports can be accessed from:

• The Reports list in the backend.
• The Reports tab on a building's detail page.
• The Reports section on an inspection's detail page.

Click Send to contacts on the report.

The Send Report window will open, displaying the email form alongside a preview of the inspection report PDF.

Note: If the report PDF exceeds 20 MB, click Load preview to display it.

Step 2: Review and Update Recipients

The Emails field is automatically populated with the building's report contacts, including applicable account-level report contacts.

You can modify the recipients before sending:

• Remove a recipient: Delete their email address from the field.
• Add a recipient: Enter an additional email address, separating multiple addresses with commas.

You can include up to 10 recipients per email.

Optional: Select Use BCC for multiple participants to prevent recipients from seeing each other's email addresses.

Step 3: Review the Email Subject and Message

The Subject and Body fields are automatically populated.

• Subject: Includes the building name and report name to help recipients identify the report.
• Body: Uses your company's configured report email template and includes the report name as a clickable link.

You can edit both fields before sending.

Step 4: Send the Report

If you'd like to receive a copy of the email, select Send me a copy.

Once you've reviewed the recipients and message, click Send and Close.

Inspect Point validates the recipient email addresses before sending.

After the email is successfully sent:

• The report's Sent On date is updated.
• A record of the email is saved in the communication log.
• Recipients receive an email displaying your company name as the sender.

📌 Additional Information

Email Replies — Although the email displays your company name as the sender, replies are directed to the Inspect Point user who sent the report.

Sent On Date and Communication Log — The Sent On date is updated only when an email is successfully sent. If the email is not sent, the existing Sent On date remains unchanged, and no communication log entry is created. Each successful send is recorded in the communication log.

Subcontractor Reports — If a subcontractor generates a report for an inspection assigned to them, you can still email the report using the Send Report window. However, existing restrictions on editing subcontractor reports still apply.

Report Viewer Permissions — Users with the Report Viewer role can access the Send Report window and email inspection reports.

Reports That Continue to Use Outlook — In certain situations, selecting Send to contacts will continue to open a pre-filled draft in Outlook or your default email application instead of the Send Report window.

This applies to:

• Reports shared from another company.
• Reports associated with inspections that do not have a building.
• Reports for which the user does not have the required editing permissions.

Automatic Report Emails — Automatic report-ready emails sent after an inspection is submitted will also display your company name as the sender and use the same subject format as the Send Report window.