Overview
By default, when you complete an inspection, the final PDF report is sent to your recipients from reports@safety-reports.com. You can customize this so that these completed Inspection Report PDFs are sent directly from your own company's email server.
Using your own server ensures outbound report emails are easily recognized by your clients and partners, reducing the chance of them ending up in spam.
Critical Integration Limits
Strictly for the Inspections App: This configuration is strictly for sending completed Inspection Report PDFs. It does not apply to any other Safety-Reports apps, including:
Training
JSA
Observations
Incidents
Safety Scan
Forms
Inspections Reports Only: This integration only routes the completed PDF report files themselves. Other automated emails from the Inspections App (such as Corrective Action notifications or scheduled Performance Reports) will continue to come from reports@safety-reports.com.
Individual User Configuration: This is not a blanket, account-wide setting. Any individual inspector or administrator can configure this on their own profile, but it must be set up manually for each specific user.
Enterprise Accounts Only: This feature is compatible with typical enterprise Exchange email systems and custom company servers. It will not work with personal, free Gmail accounts (e.g., @gmail.com).
Password Visibility: When typing your password into the configuration panel, the text is not masked and will remain fully visible on your screen.
Step 1: Whitelist Safety-Reports IP Addresses (IT Department)
Before configuring your settings in the platform, your company's IT department must whitelist the four Safety-Reports mail server IP addresses below. This authorizes our platform to relay emails securely through your SMTP mail server.
Safety-Reports Server IPs to Whitelist:
18.221.56.237
3.18.166.152
3.132.162.129
3.137.4.49
Step 2: Configure Your Outgoing Email Server
Once your IT department has whitelisted the IP addresses, follow these steps to connect your email profile:
Click this link [https://login.safety-reports.com/login?login=1] to log into the Inspections web application.
Select Settings from the main navigation menu at the top-left of the browser screen.
Locate the Email Settings configuration panel on the right side of your User Profile page.
Enter your company's outgoing mail server address in the SMTP Server field. (If you do not know this, check with your IT department)
Select the Requires SSL checkbox next to SMTP SSL if your company's server requires a secure connection.
Enter your server's port number in the SMTP Port field. (The default secure port is typically 587)
Enter your business email address in the SMTP Username field.
Enter your business email password in the SMTP Password field. (Note: This password is not masked and will be visible as you type)
Enter your preferred email address for receiving replies in the Alt. Reply-To field.
Enter the exact business email address you want recipients to see in the Alt. Email From field.
Click the Update Config button to save and apply your custom email server settings.
UI Reference Map