Step by Step
To create a report for a single record, click into the record to open the record details window, then click Actions in the top left corner. Click Print/Export from the options.
To create a report for multiple records, select the records using the tick box. Click on the ▼ dropdown arrow next to Add X inspections, click 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 ▼ dropdown arrow next to the folder name in the dark blue bar at the top of the page. Click Print/Export folder.
A new window will open where you can choose:
the export format - a .pdf or .csv format and whether
to open it or download it straight away
the orientation - portrait or landscape
You can also choose from the advanced options whether to include archived records, checklists or show sub-folder on the general report.
Please note - you will be able to choose between General exports or Certificate exports here. We are using general exports in this example.
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.
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 aren't saved against the record history in your Papertrail account.
After the report has been created, a confirmation dialogue will be displayed.
This confirms the report has been successful and allows the user to carry out a follow-on action, such as, editing records, adding identifiers or cloning a record.
Click Close if no further actions are needed.
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