Summary
Learn how to bulk close completed routine inspections and email the reports from Inspection Manager in just a few steps.
This article covers:
About bulk closing and emailing routine inspections
Use this workflow when you have multiple completed routine inspections ready to finalise and send in one batch. From the Inspections screen, you can select one or more routine inspections, apply the Close & Email bulk action, and then send the reports from the email builder.
Note: This process is intended for routine inspections that are already in a completed state and ready to be sent.
Before you start
Before you bulk close and email reports, make sure the inspections and email settings are ready. This helps avoid sending from the wrong address or using the wrong contact details.
Complete and confirm that the inspections you want to send are Routine inspections and are in Completed status
Check that the correct recipients are assigned to the report in Inspection Manager before sending
If you want to reuse a message, set up your email template first
If needed, prepare your template with merge fields so details can populate automatically in the subject or message body
Tip: Create a standard routine inspection email template before you start bulk sending. This saves time and helps keep messaging consistent.
Bulk close and email routine inspections
Follow these steps to select multiple completed routine inspections and open the email builder.
Go to: Inspections on the left-hand menu
Filter or review the list to find the completed Routine inspections you want to send. Use filters such as status, inspector, suburb, manager, and date range if needed
Tick the checkbox beside each inspection you want to include
Open the bulk action drop-down on the right side of the inspection list
Select Close & Email
Wait a moment while the inspections are closed and the Send Report window opens.
Review the message at the top of the window to confirm the number of reports being sent
Check the Send From field and confirm it is correct for your office’s workflow
(Optional) Tick Bcc Sender to send a copy to the sending address
Enter a Subject
Apply a saved Template to populate the subject and email body faster
Enter or review the message content in the editor
(Optional) Use the Insert report link and Mail merge field options
Select Send Email(s) to send the reports
Tip: Email templates help reduce repetitive typing and make it easier to send consistent messages.