Convert Excel, images, and PDF forms into templates

Learn how to convert Excel, image, and PDF forms into templates via the web app and mobile app to reuse your existing forms, reduce manual effort, and eliminate the need to create templates from scratch.

Why convert existing forms?

Converting existing forms or checklists and adding them to SafetyCulture improves data accessibility and storage. This helps you collect and analyze your data and streamline your organization's workflows. You can cut down on paper and storage costs and significantly reduce your team's turnaround time.

We understand that the template might not always be exactly what you're after. We encourage you to edit your template further and add your own finishing touches to create the best version of your forms for your team.

If you have a Word file, you can convert it to an Excel, image, or PDF, or upload your document for our customer enablement team to convert the template for you manually.

What you'll need

You can only upload 1 Excel file at a time, with a maximum file size of 5 MB. If your file has more than 5 sheets, only the first 5 sheets will be converted.

Convert an Excel into a template

Log in to the web app.
Select Templates in the sidebar or select it in More.
Click Create on the upper-right corner of the template list.
Click Convert an Excel, image, or PDF.
In the pop-up window, click browse to upload the Excel file that you want to convert, or drag and drop your Excel file in the "Drag your form here" box.
Click Continue. This starts the template conversion. Make sure to stay on the page while the template is converting to prevent errors during the process.
Edit your template as needed.
Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

Open the mobile app.
Tap Inspections in the navigation bar or select it from More.
Select Templates tab at the top of your screen.
Tap at the lower-right corner of your screen.
From the pop-up menu, tap Upload media.
In the upload media screen, tap Upload file.
Select an Excel file to start the conversion process. Make sure to stay in the template editor while the file is converting to prevent errors.
Edit your template as needed.
Tap Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

You can only upload up to 6 images at a time, with a total file size of 10 MB.

Convert an image into a template

Log in to the web app.
Select Templates in the sidebar or select it in More.
Click Create on the upper-right corner of the template list.
Click Convert an Excel, image, or PDF.
In the pop-up window, click browse to upload the image file that you want to convert, or drag and drop your image file in the "Drag your form here" box.
Click Continue to start the template conversion. Make sure to stay on the page while the template is converting to prevent errors during the process.
Edit your template as needed.
Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

Open the mobile app.
Tap Inspections in the navigation bar or select it from More.
Select Templates tab at the top of your screen.
Tap at the lower-right corner of your screen.
From the pop-up menu, tap Upload media.
In the upload media screen, select one of the following options:
- Take photo: Use your device's camera to take a photo of your existing form.
- Select photo: Choose images of your existing form to upload from your gallery.
Make sure to stay in the template editor while the file is converting to prevent errors.
Edit your template as needed.
Tap Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

You can only upload 1 PDF file at a time, with a maximum file size of 10 MB.

Convert a PDF into a template

Log in to the web app.
Select Templates in the sidebar or select it in More.
Click Create on the upper-right corner of the template list.
Click Convert an Excel, image, or PDF.
In the pop-up window, click browse to upload the PDF file that you want to convert, or drag and drop your PDF file in the "Drag your form here" box.
Click Continue to start the template conversion. Make sure to stay on the page while the template is converting to prevent errors during the process.
Edit your template as needed.
Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

Open the mobile app.
Tap Inspections in the navigation bar or select it from More.
Select Templates tab at the top of your screen.
Tap at the lower-right corner of your screen.
From the pop-up menu, tap Upload media.
In the upload media screen, tap Upload file.
Select a PDF file to start the conversion process. Make sure to stay in the template editor while the file is converting to prevent errors.
Edit your template as needed.
Tap Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.

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In this article

Why convert existing forms?
What you'll need
Convert an Excel into a template
Convert an image into a template
Convert a PDF into a template