Create incident reports automatically from Google Forms
The faster an incident is written up, the better the record. Anyone can report from their phone, and AutoDoc produces a numbered, timestamped report in your format, emails the safety team and creates an escalation memo when severity is high.
| Reported by | {{Reported By}} |
| Location | {{Location}} |
| Date of incident | {{Incident Date}} |
| Severity | {{Severity}} |
- Root cause:
- Corrective action:
- Owner and due date:
How to automate incident reports from Google Forms
Four steps, all inside Google Workspace. Output: PDF, Google Docs copy.
Build the form
Copy the ready-made form, or create a Google Form with questions like these. The question titles become your placeholders.
| Question title | Type | Example answer |
|---|---|---|
| Reported By | Short answer | Sarah Tan |
| Location | Short answer | Warehouse B, loading bay |
| Incident Date | Date | 2026-10-28 |
| Severity | Multiple choice | High |
| Description | Paragraph | Pallet fell from forklift; no injuries. |
| Immediate Action Taken | Paragraph | Area cordoned off; forklift tagged out. |
Design the Google Docs template
Start from our Google Docs template (make a copy) or the .docx, or use your own. Type a placeholder wherever an answer should appear. It must match the question title exactly, in double braces. Built-ins such as {{_date}} and {{_responseId}} work too.
Connect it in AutoDoc
Open the form → Add-ons → AutoDoc. Pick the template and a Drive folder, choose PDF, Google Docs copy, and set the file name pattern:
IR-{{_responseId}} - {{Location}}Result: IR-2_ABaOnud8x - Warehouse B, loading bay.pdf
Add a conditional document (optional)
Conditions support AND / OR groups and 13 operators, including equals, contains, exists, matches regex, > and >=.
Submit, and it’s delivered
Every new response creates the document in seconds, then emails it:
Tips for incident reports
- Email to list: send every report to your safety inbox.
- Add a condition to CC management only when Severity equals “High”, using a second template with its own email.
- Keep a Google Docs copy so the safety lead can complete the follow-up section.
Frequently asked questions
Can reports be anonymous?
Yes, if your form doesn’t collect emails or names. Just don’t use Email to respondents.
Can I keep a running log?
Every file is listed in the generation log and saved in your chosen folder.
Can managers complete follow-up?
Output a Google Docs copy and share it with editors.