Overview
Use the Location’s email address when an approved inspection should go to a site mailbox, such as a maintenance office or records inbox. A Result Report can attach a PDF so recipients do not need Backend access just to read that attachment.
This guide is for a fixed mailbox associated with the Location. It does not route a report to an email address entered in a Checklist answer.
At a glance |
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Who can do this | Locations › Modify and Notification Rules › Create, or Super User; templates and approval need their own permissions. |
Where | Locations and Notification Rules › Result Report |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Sending at approval gives the records team the reviewed inspection, with the intended report content, without relying on someone to export and forward each PDF.
Set up the approved-report delivery
1. Prepare the Location mailbox
Open the intended Location and check its email address. Confirm who can access that mailbox and whether forwarding rules send its contents elsewhere. Changing this address can also affect other notifications that use the Location recipient.
Check that the inspection workflow actually requires reviewer validation, and that the reviewers can approve its Results. An approval-only rule will not send merely because an unvalidated Checklist was completed. See Result validation.
2. Choose the report contents
Select or create a Report Template suited to the mailbox’s readers. Open a representative Result with it and inspect the complete output, including photos, comments, names, Assignments and the compliance page.
A template hides supported content; it is not a permission boundary and cannot guarantee anonymity. Timesheet entries have no hide setting. Anyone who can view the Result can still choose other templates in Mobaro. See Report Template settings.
3. Write the email
Create a Result Report in Notification Rules, choose its Primary Language and enter a Subject. Use tokens for the Location and Checklist names so the records team can recognize the report.
4. Send on approval
Under Triggers, select When a result has been approved. Leave the progress, received, requires-validation and disapproved events off if this mailbox should receive approved Results only.
5. Attach the Location report
In the Location section, enable Send notification to location, tick Attach report and choose the intended Report Template. Leave the other recipient sections off unless they are part of the agreed distribution.
6. Limit and save the rule
Under Limitations, select the relevant Checklists and Locations or Location Groups. Keep the below-maximum-score option off if every approved Result should be delivered, then save. See Result Report settings.
Verify one complete delivery
Use an appropriate test Checklist, test Location and controlled mailbox. Submit a Result requiring validation, confirm that the approval-only rule has not sent it, then approve it and inspect the delivered PDF. Test the actual attachment, not just the email text.
Confirm the attachment has the intended content and filename. Links back into Mobaro still require the recipient’s normal account access; a PDF attachment does not grant that access.
Editing a completed Result does not automatically send the report again. Do not use this rule as a promise that the mailbox always contains the latest edited copy.
Best practices
Scope the rule to named Checklists and Locations.
Review the mailbox’s membership and forwarding when staff change.
Recheck delivered PDFs after changing a Report Template.
Frequently asked questions
Why has the shared mailbox not received a report?
Check the Location’s email, enabled rule, Checklist and Location limits, and whether the Result was actually approved. Also check Attach report and any score filter. See notification troubleshooting.
Can it send only when the score is low?
It can filter to scores below the maximum, but there is no custom threshold. With approval as the trigger, it waits for approval too. Unscored Checklists are 0 of 0 and do not pass that filter.
Can an answer choose which manager receives the full report?
This fixed-mailbox workflow cannot select a recipient from a question answer. Result Report recipients and limitations are configured on the rule. An Assignment Trigger can route follow-up work, but it is not automatic delivery of the full report.