Generate inspection reports from Google Forms on site
Field reports shouldn’t wait until the evening. Technicians fill in the inspection form on site, uploading a photo, and AutoDoc creates the report with the image embedded and the timestamp recorded, then emails it to operations. A failed inspection adds a corrective-action notice automatically.
| Site | {{Client Site}} |
| Unit | {{Unit Inspected}} |
| Technician | {{Technician}} |
| Result | {{Result}} |
See it in action
A technician logs an inspection on a tablet; the report PDF reaches the office instantly, with a corrective notice when the unit fails.
Watch on YouTube →How to automate inspection reports from Google Forms
Four steps, all inside Google Workspace. Output: PDF.
Build the form
Copy the ready-made form, or create a Google Form with questions like these. The question titles become your placeholders. Then add a File upload question titled exactly as below.
| Question title | Type | Example answer |
|---|---|---|
| Technician | Dropdown | Hafiz Rahman |
| Client Site | Short answer | Mutiara Tower |
| Unit Inspected | Short answer | Rooftop unit RTU-3 |
| Result | Multiple choice | Fail |
| Findings | Paragraph | Compressor overheating; refrigerant pressure low. |
| Photo | File upload | RTU-3.jpg |
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, and set the file name pattern:
Inspection - {{Client Site}} - {{_date}}Result: Inspection - Mutiara Tower - 2026-10-29.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 inspection reports
- {{Embed IMAGE, Photo}} places the uploaded photo in the report. Other file types become links.
- Add a corrective-action notice that only generates when Result equals “Fail”.
- {{_timestamp}} records exactly when the inspection was logged.
Who uses this
Frequently asked questions
Can photos appear inside the report?
Yes. {{Embed IMAGE, Photo}} embeds the uploaded image, and you can set width and height.
Does it work offline?
Google Forms needs a connection to submit. Documents are generated when the response arrives.
Can the client get the report?
Add the client’s email to the list, or ask for it in the form and send to that answer.