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Reports & Layouts

Reports are exported views of completed inspections. This guide explains what reports are and why they matter.

What are Reports?

A report is a formatted, exportable document that represents the data collected in one or more completed inspections. Reports can be exported in various formats (PDF, Word, CSV) and customized with layouts, logos, and cover pages.

Key Characteristics

  • Static Documents: Once exported, reports are read-only snapshots
  • Multiple Formats: Available as PDF, Word, or CSV
  • Customizable: Layouts, logos, and branding can be customized
  • Shareable: Can be shared with external stakeholders via links or files

Why Reports Matter

Reports serve several important purposes:

1. Documentation & Compliance

  • Audit Trails: Provide permanent records of inspections
  • Regulatory Compliance: Meet requirements for documentation and reporting
  • Historical Records: Maintain archives of inspection data

2. Communication

  • Stakeholder Updates: Share inspection results with management, clients, or regulators
  • External Sharing: Provide reports to vendors, contractors, or partners
  • Public Links: Generate shareable links for stakeholders without accounts

3. Analysis & Decision Making

  • Data Analysis: Export data for further analysis in spreadsheet tools
  • Trend Identification: Review historical reports to identify patterns
  • Performance Tracking: Compare reports over time to track improvements

4. Professional Presentation

  • Branding: Include company logos and custom cover pages
  • Formatted Layouts: Professional presentation of inspection data
  • Custom Sections: Highlight specific information for different audiences

Report Formats

PDF Reports

  • Best for: Sharing with stakeholders, printing, archiving
  • Features: Custom layouts, logos, cover pages, page breaks
  • Use cases: Client reports, regulatory submissions, printed documentation

Word Reports

  • Best for: Editing and further customization
  • Features: Editable format, compatible with Microsoft Word
  • Use cases: Reports that need additional editing, collaborative document creation

CSV Reports

  • Best for: Data analysis and import into other systems
  • Features: Raw data in spreadsheet format
  • Use cases: Data analysis, import into Excel, bulk processing

Report Components

Standard Sections

- Title and date - Company logo - Inspection metadata

  • Cover Page (optional)

- Key findings - Overall status - Highlights and recommendations

  • Executive Summary (optional)

- Question and answer pairs - Media attachments (photos, videos, files) - Timestamps and metadata

  • Inspection Details

- Issues flagged during inspection - Actions created - Corrective actions required

  • Actions & Flags

- Additional documentation - Supporting materials

  • Appendices (optional)

Report Customization

Layout Options

  • Section Ordering: Rearrange sections to match your workflow
  • Hide Sections: Remove sections that aren't needed
  • Custom Headers/Footers: Add organization information

Branding

  • Company Logo: Add your organization's logo
  • Cover Page: Create custom cover pages with branding
  • Colors & Fonts: Customize colors and fonts (if supported)

Content Customization

  • AI Summaries: Include AI-generated summaries of inspection results
  • Conditional Content: Show/hide content based on inspection data
  • Custom Fields: Include additional metadata or fields

Export Options

Single Report Export

  • Export one inspection as a report
  • Choose format (PDF, Word, CSV)
  • Select layout and customization options

Bulk Export

  • Export multiple inspections at once
  • Batch processing for efficiency
  • May have limitations based on plan

Scheduled Exports

  • Automatically generate reports on a schedule
  • Email reports to stakeholders
  • Integration with workflows

Sharing Reports

  • Generate shareable links for reports
  • No login required for viewers
  • Control link expiration and access

Email Sharing

  • Send reports directly via email
  • Include custom messages
  • Track when reports are viewed

Download & Distribute

  • Download reports and share via your preferred method
  • Store in document management systems
  • Archive for compliance

Plan Restrictions

Some report features may be limited based on your plan:

  • Export Formats: Basic plans may only support PDF
  • Custom Layouts: Advanced layouts may require higher tiers
  • Bulk Export: Limits on number of reports per export
  • Public Links: Number of active links may be limited

Check with your administrator or review your plan details for specific restrictions.

Common Questions

Can I edit a report after exporting?

Reports are static snapshots. To update a report, you would need to export a new report after making changes to the inspection.

Can I customize report layouts?

Yes! Administrators can customize report layouts, add logos, and configure branding. Check with your administrator for available customization options.

This depends on your organization's settings. Some links may expire after a set period, while others may remain active indefinitely. Check with your administrator.

Can I export multiple inspections at once?

Yes, bulk export is available. However, there may be limits based on your plan. Check your plan details or contact support for more information.

Next Steps

Learn how to:

Next: Report Layouts →

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