Overview
A Result Report is a Notification Rule that emails the outcome of completed Checklists to the people who need them — sending inspection results, deviations, or compliance status to assignees, reviewers, a Location mailbox, or leadership. It's the most configurable Rule type: you control exactly when it fires, who gets it, what the email says, and whether a full Result PDF is attached. This article covers all of it. For the bigger picture, see Create and manage Notification Rules.
Users must be Super Users or have Organization: Administrate to create Result Reports.
Why this matters: A Result Report turns a completed Checklist into the right email landing in the right inbox automatically — the failed pre-opening inspection that needs a manager's eyes, the daily compliance pack for the safety lead — without anyone exporting and forwarding by hand.
Create a Result Report
Start the Rule
Go to Notification Rules, click + Create, choose Result Report, and give it a clear name (and the primary language for its content).
Choose the triggers
Decide which events fire the report. A single Rule can fire on more than one (e.g. when a Result is completed and again when it's approved).
Trigger | Fires when |
Completed | A Checklist Result is submitted. |
Progress | A Result is saved as in-progress. |
Approved | A reviewer approves a Result. |
Disapproved | A reviewer rejects a Result. |
Requires validation | A Result is submitted that needs review. |
Choose recipients
Pick who receives the report. Each recipient type can also have the full Result attached as a PDF, optionally formatted with a specific Report Template:
Recipient | Who it is |
Assignee | The User who completed the Checklist. |
Target | The Location's email address. |
Reviewers | The Users who review/validate the Result. |
Groups (BCC) | One or more User Groups, each with its own attachment and Report Template choice. |
Note: Attach report includes the full Result as a PDF; the Report Template controls its layout. Set these per recipient — e.g. attach a detailed PDF for the compliance Group, send assignees just the summary email. See Creating and using Report Templates.
Limit to Checklists and Locations
Scope the Rule to the Checklists and Locations (or Location Groups) it should watch, so it only fires for relevant Results.
Write the email content
Set the subject, body, and optional file name. Use tokens to pull in variable details — the Checklist name, Location name, the completing User — so each email is specific without templating one per Checklist.
Best practice: Put the key facts in the subject with tokens — e.g. [Location] – [Checklist] – result — so recipients can triage from the inbox list without opening the email.
Optionally send only on failures
Enable Only send if score is below maximum to suppress the report when a Checklist passes with full marks, so the email only lands when there's a deviation worth attention.
Save
Click Save. The Rule is active immediately.
Multi-language reports
A Result Report has a primary language and can add secondary languages, with the subject, body, and file name translated per language. Recipients receive the content in the appropriate language — useful for multi-national operations sending the same Rule across regions.
Frequently asked questions
Q: Can one Result Report fire on more than one event?
A: Yes. Tick multiple triggers — e.g. send on completed and again on approved.
Q: How do I send only failed inspections?
A: Enable Only send if score is below maximum. The report is suppressed for full-score Results and sent only when something fell short.
Q: Can different recipients get different attachments?
A: Yes. Attachment and Report Template are set per recipient type and per BCC Group — a detailed PDF for compliance, a plain email for the assignee.
Q: What's the difference between a Result Report and a Summary Report?
A: A Result Report sends individual Checklist Results as they happen; a Summary Report sends periodic aggregate figures. See How to set up Summary Reports and the Report selection guide.