Inspect Module - Reports

Reports allow you to build formatted PDF documents with titles, sections of information, and insert completed forms (Inspection, Procedure, or Exception). You can create reusable report templates and then generate reports from those templates. When you generate a report, the system creates a PDF and emails it to you. The Reports page allows you to create and manage reports and templates, whereas the Data Export page allows you to export reports.

Overview

The Reports section has three main components:

Reports - View and manage saved reports you've created
Templates - Create reusable report formats that define structure and formatting for consistent report generation
Data Export - Generate csv reports by selecting data types, applying filters, and exporting the results

You can create reports from scratch, use existing templates as a starting point, or build reusable templates that others can use.

The Reports Page

The main Reports page displays all your saved reports and available templates.

The page has two tabs:

Reports Tab - Shows all saved reports you've created
Templates Tab - Shows all available report templates

Both tabs display the same columns and use the same controls:

Columns:

ID - Unique identifier
Name - The report or template name
Owner - Who created it
Last Modified - When it was last updated

Controls:

Click on the Name to edit the report or template
Click the trash icon on the right to delete it

Key Controls

New dropdown - Create new content (same options available in both tabs):

Report - Create a new report (opens Report Builder)
Template - Create a reusable report template (opens Template Builder)
Report from Template - Generate a report using an existing template

Creating Reports

Reports are created using the Report Builder. You can create a report from scratch or use an existing template as your starting point.

Report Builder

To create a report:

Click New dropdown and select Report
Enter a Report Title - The name of your report
Enter a Subject of Email - The email subject line for when the report is sent
Select a Report Owner - Who is responsible for this report
Check Show Org Logo if you want your organization's logo displayed

Designing Your Report Layout

Like the template builder, the report builder provides formatting tools:

Text - Add formatted text sections
Tree - Display data in a hierarchical tree structure
Table - Display data in table format
Image - Insert images
List - Display data as a list
Page Break - Insert page breaks for multi-page reports

Adding Report Content

You can insert data into your report in two ways:

Insert Record - Add a single specific record to the report. This is useful for creating one-time reports or for building report templates that will be set as default formats for checklists (configured by administrators).
Insert Multiple Records - Add multiple records by specifying search parameters/filters

As you build your report, you'll see data fields appear (such as Priority, Survey Findings, Corrective Action) that you can customize.

Saving Your Report

Click Save to save your report. It will now appear in the Reports tab and can be viewed, edited, or sent later.

You can also click Send Report to email the report immediately to recipients.

Creating Report Templates

Templates define the structure, layout, and formatting for reports. Once created, templates can be used repeatedly by you and other users when generating reports.

Report Template Builder

To create a report template:

Click New dropdown and select Template
Enter a Report Title - The name of your template
Enter a Subject of Email - The email subject line that will appear when the report is sent
Select a Report Owner - Who is responsible for this template
Check Show Org Logo if you want your organization's logo displayed on reports

Designing Your Template Layout

The template builder provides formatting tools to design your report layout:

Text - Add formatted text sections
Tree - Display data in a hierarchical tree structure
Table - Display data in table format
Image - Insert images
List - Display data as a list
Page Break - Insert page breaks for multi-page reports
Custom Select - Add custom data selection options

You can arrange these elements to create your desired report format. The template shows "Edit Title Here" as a placeholder - customize this with your actual report content and structure.

Template Data Configuration

At the bottom of the template builder, you'll see:

"Select data type that users will insert when creating a report"

This defines what type of data users can insert into your template when they generate reports using it. There are two options:

Insert Inspection - Insert a single inspection with customizable preferences:

Remove sections and questions that do not contain answers? - Choose True or False to control whether empty sections appear in the report
Add Help Information to Report? - Choose True or False to include help text in the report
Inspection Answer Alignment - Set alignment for answers (Right, Dynamic, Underneath)
Exclude additional answers? - Enter text to exclude specific answer types

Insert Multidata - Insert multiple data records that can be replaced with real data when creating a report from this template:

Select Data Type from the dropdown:
Inspection - Users can insert inspection data
Exception - Users can insert exception data
When users create a report from this template, they'll be able to replace the placeholder with actual inspection or exception records

Saving Your Template

Click Save to save your template. It will now be available in the Templates tab for you and other users to select when generating reports.

Creating a Report from a Template

If templates have been created, you can use them as a starting point to quickly generate reports with pre-configured formatting and structure.

Using Report from Template

To create a report from an existing template:

Click New dropdown and select Report from Template
Select which template you want to use as your starting point
The Report Builder will open with the template's structure and formatting already applied
Enter a Report Title - The name of your report
Subject of Email - This will default to the name of the template but can be changed
Select a Report Owner - Who is responsible for this report
The template's layout elements (Text, Tables, Lists, etc.) are already in place
Insert your data using the template's predefined structure
Click Save to save your report

This approach saves time by reusing consistent formatting while allowing you to populate it with specific data for your needs.

Managing Reports and Templates

Reports and templates use the same management interface and controls.

Editing a Report or Template

To edit:

From the Reports or Templates tab, click on the Name of the item you want to edit
The builder will open
Make your changes
Click Save

Deleting a Report or Template

To delete:

Find the report or template in the list
Click the trash icon on the right side of the row
Confirm the deletion

Data Export

The Data Export tab is where you generate ad-hoc reports by selecting data types, applying filters, and exporting the results. The system generates a PDF and emails it to you. This is different from the Reports tab, where you manage saved reports and templates.

The Data Export Page

To generate a report using Data Export:

Click the Data Export tab
You'll see a "Select Report" interface with configuration options

Selecting Your Report

The Data Export workflow has two main selection steps:

1. Report Type - Select which type of data to report on:

Inspection - Report focused on inspection-level data
Question - Report focused on question-level data from checklists
Exception - Report focused on exceptions/findings

2. Report - Select a specific report template to export:

After selecting the report type, choose which report template you want to use. Available reports will depend on the report type selected.

Report Format

Standard or Custom? - Choose how the data should be formatted:

Standard - Pre-configured layout for the selected report
Custom - Custom layout (if available for the selected report)

Filtering Your Report Data

Once you've selected your report and format, apply filters to include only specific records:

You can filter by:

Inspection Status - Completed, Incomplete, or Overdue
Location - Specific locations
Submission Status - Draft or submitted
Inspector - Specific inspectors
Checklist - Specific checklists
Frequency - Inspection frequency patterns
Recurrence Rule - Recurring inspection patterns
Workflow Status - Current workflow state
Start Date - When inspections started
End Date - When inspections ended

Date Range Filtering

Narrow results by specifying date ranges (required field):

Completion Date - When inspections were completed (from/to date range)
Start Date - When inspections started (from/to date range)
Due Date - When inspections are due (from/to date range, with option to filter records without due dates)

Generating Your Report

Once you've configured all filters and date ranges:

Click Generate Report to create the report with your selected parameters
Review the results
Enter a Subject and Body for the email (when sending the report)
Click Yes to email the report to recipients