Printing a list of record details is useful as an inventory checklist or stock management task to evidence inspection history and to prove compliance.
Step by Step
To print the data from a single record, click into the record to open the record details window, then click on Actions in the top left corner. Chose Print/Export from the options.
To print the data from multiple records, navigate to the folder or records that you want to print. Select the records you want to print and then click on the dropdown arrow next to Add X inspections. Again, chose Print/Export.
If you want a report for the whole folder, particularly if you have more than 50 records in that folder, you can also click on the little triangle next to the folder name in the dark blue bar at the top of the page and choose Print/Export folder.
After clicking Print/Export, a new window will open where you can chose whether to produce your report as a pdf or csv file and whether to open it or download it directly. You can also chose from the advanced options whether to include archived records or not, or whether to show sub-folder locations if your report covers more than one folder.
Click Open or Download to complete.
A pdf report for a single record will show a detailed breakdown of all the record field data (regardless of what column headings are shown in your folder view) including thumbnails of all the uploads and images, and will also show all the past inspection logs for that record.
A pdf report for multiple records will show the details of the records based on which column headings you currently have set in your folder view. If the columns weren't displayed in your folder view, they won't be on the report.
Be sure to have the State column heading and Last Inspection Comments and Last Inspection Uploads headings ticked if you want the latest inspection details to show on your multiple record report.
A csv report will include all the information on the records you have selected. The export will generate four reports - logs, notes, tasks and records. The example below shows a csv records file in Google Sheets.
Don't forget to download and save your reports in a safe place if you want to refer back to them later - unlike certificates, reports don't get saved to the record history in your Papertrail account.
See related articles:
- How to change the default view of what record information you see
- How to edit a record
- How to sort records alphabetically and numerically
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