Content

What is a report

How does a paper-based documentation usually looks like?

  • Normally, the used work instruction, checklist or protocol is not the template, i.e. the original document, but usually a copy.
  • The original file on the Computer or the original paper document remains as a template and can be revised.
  • The desired copy of the documentation can be made by printing the document (Excel, Powerpoint, Word, PDF, ...). Or the original paper document is actually duplicated in the copy machine.
  • The copy is then handed out to the person to be executed and processed by him/her (e.g. labelling and signing the checklist on paper).
  • The completed paper document can be called a "report”.
  • It is filed in a file folder and, if necessary, scanned and thus partially digitized.
  • The same applies to an Excel or Word document that is stored in a folder from which a printout is made. Here, too, the original is retained as a template and can be revised.

Your company logo on the PDF report

Click on Settings in the EDITOR and then on PDF Report.

Now you can upload your desired company logo. Select a picture file and click on Upload.

From now on, all PDF reports will be output with the your logo.

You can also enter your company address in the "Show address in PDF report" section.

Determine the use case

We distinguish between two use cases:

  1. Retrieve knowledge and information WITHOUT tracking and confirmation
    The user retrieves knowledge and information. However, there is NO need to provide a confirmation on the progress or correctness of the process.

    Examples:
    - Instructions
    - Work instructions without tracing
    - Notes
    - Process documentation

    The DOCUMENT is viewed by the user - NO REPORT is created.
  2. Retrieve knowledge and information, provide active/passive confirmation, track activity
    The user retrieves knowledge and information. A confirmation on progress and correctness MUST be provided, either actively (input, pressing interactions) or passively (progress). Finally, a record of the activity performed must be produced. The user does not necessarily have to make an entry - even the completion and thus the knowledge of the content can be traced.

    Examples:
    - Checklist
    - Audit trails
    - Approbation
    - Instruction (safety, machines, operating equipment, etc.)
    - Assembly process with quality inspection and confirmation

    The DOCUMENT is viewed by the user and information/data is added actively or passively. A REPORT is created.
Use Cases for Reports

Documents and Reports

A document is created on the platform via the editor and stored centrally.

After the document has been released and made visible, it can also be viewed by the Assistant.

The user decides in advance which use case is involved:

  1. Retrieve knowledge and information WITHOUT tracking and confirmation
  2. Retrieve knowledge and information, provide active/passive confirmation, track activity

Depending on the use case, the user defines the creation of an automatic Report via the document settings - Create Report automatically - Active / Inactive

The setting defines whether...

  1. A user is viewing a DOCUMENT but NO REPORT is created
  2. A user is viewing a DOCUMENT and confirms information and data - active or passive - via a REPORT.

A user starts a document in the Assistant via Start process.

The DOCUMENT remains available on the platform in its original form, regardless of the use case.

A Report thus behaves like a copy - only with clear advantages in opposite to the analogue world.

  • The report collects all process-relevant information that is generated during the processing.
    For example entries that are actively entered by the user (text, image, video, sound, interaction fields). (-> active feedback)
    In addition, information such as time and date or subsequent changes to input values are tracked. (-> passive feedback)

Further properties of Reports:

  • A Report can be tracked continuously in real time during its processing
  • Structural elements such as scopes, document types, product number and many more
  • Several people can work simultaneously on the Report
  • Each Report has a status that can also be changed manually (for example, if problems occur)
  • A Report cannot be lost
  • All process information (active and passive) is fully digital and can be filtered, searched, evaluated and exported

Reports within the Editor

To get to the Report overview please go to the Reports section via the menu bar on the left side.

Report overview in the editor

In the left column of the overview you can

  • Filter by progress
  • On certain users
  • And limit the date
  • Next to the date there are three dots which you can use to access a quick filter for the last 3 or 7 days
  • And jump to the PDF export with one click (only when a completed Report is selected)
Fast filter for the date

Generate a PDF-Report

Structure classes Filter

A filter according to structure classes is also available.

Deepl Link auf structure classes

Strukturklasse Filter

Adjust columns

In the main view, you can add more information by clicking Adjust Columns.

Detail search

You can enable a detailed search by choosing Adjust Columns. An additional line appears below the column headers in which you can search within the individual columns.

Report ID

A Report always has a unique ID, in the editor you can find this ID within the overview. If the column is not displayed, you can add the ID column by choosing Adjust Columns.

Report ID

Sorting

You can sort in the column headings.

  • With a single click on the heading of a column, an arrow appears, showing the sort order (ascending or descending). With a further click you can reverse the sort order. Click again to cancel the sort order.
Sortieren
  • You can also include multiple columns in the sort by holding down the SHIFT key while selecting the columns one by one, in our example the ID is sorted first in descending order and the title is sorted second in ascending order.
Mehrfachauswahl beim Sortieren

Title search

Above the table you will also find a search field with which you can quickly search within the title of your reports.

Title search

Page overview

At the bottom right you will find an overview of how many reports with your selection criteria were found and how many pages the results covered. Here you can quickly jump between the pages.

Seitenanzeige

Deleting a Report

To delete, click on the three dots of the desired Report.

A context menu opens.

Deleting a Report

Now click on Delete and confirm this finally to remove the Report.

NOTE: Only completed Reports can be deleted in the editor.

Automatic report generation

If automatic Report generation is activated in the meta information of a document, a Report is automatically generated when opening a document in the ASSISTANT.

Deepl Link auf document

Evaluating Reports

If there are deviations in the Report (problems, missing values, not OK, tolerance deviation, etc.) you can see this by means of a status indicator in the overview table.

Select the desired Report from the list and open further details as required.

All pictures, videos, files and signatures can be enlarged and viewed in detail.

Status filter

The status filter in the Report overview allows you to filter by results. This allows you to adapt the selection to your requirements.

In the result column, you can filter whether, for example, you only want to see reports that do not cause any problems or whether you want to see reports that cause problems in your environment.

Status filter

Change history for Reports

The change history of the cioplenu platform allows you to track who made which changes to a report and when.

For each interaction, the date, time and the person(s) for a change are available in the report.

In addition, the change history allows you to trace the previous entries. For example, if a measured value is subsequently corrected or a confirmation is revoked, this information is stored with date, time, and user name. This happens automatically with every interaction.

With a simple click on a Report you can access a detailed overview. There you can view each individual step in detail and see all entries made. You can open a step by clicking on the magnifying glass symbol directly before each step. If you make a change later, a clock symbol will be displayed and with a click on this symbol the changes will become visible.

Change history of a Report

The change history is available as soon as the original value has been changed. It is available for all interactions.

Export a Report

You can easily export completed Reports to CSV, XLSX and PDF formats.

To make an export please open a completed Report from the overview.

Choose a completed Report

Now you can export the Report into different formats with one mouse click.

In our example we have selected the XLSX format.

Select the Report-Type according to the use case:

  • Individual Report - Report with previously selected steps. These can be marked when creating the Report in the Editor.
  • General Report - Entire Report
Export different Report-Types

The file created in this way is downloaded and can finally be opened without converting issue, e.g. in Excel.

Individual PDF-Report

If you want to export a Report to PDF format, you can select which information should appear in the Report.

Individual PDF-Report

You can also specify the language of the PDF Report form.

Then click on Create.

The created report appears in the list. Under the report name and the download button you will find the individual fields contained in the report.

If the report has already been created, it is available in the list and will not be created again.

Reports within the Assistant

If you click on the search in the Assistant, you reach the overview of available documents.

Tag Filter

In addition to the functions of the editor overview, a Tag Filter is also available.

Report ID

A report always has a unique ID, in the Assistant you will find this next to the report name in the header line.

Report ID

Manual creation of a Report

You recognize a document for which a Report is not automatically created:

  • Missing Report ID next to the document title or in the meta information. Instead, it says No Report.
  • The Complete option is not available.

If the option Create report automatically is deactivated in the document, you can still create a report manually.

To do this, go to the settings menu in the top right corner and select Create Report.

Assistant - Create a report manually

You will immediately receive a Report ID next to the document title or in the meta information and a report has been created for you.

How to discard a document or continue later

If you want to discard a document or continue later, click on the X in the header line to the left of the document name.

Click on discard to discard the created report. With Continue later the editing is interrupted and you can continue it at a later time.

Discard a Report or Continue Later

Continue a document

Via the Parked section you can access the overview of all existing reports.

Parked Reports

Use Adjust Columns to adjust the table so that you can view all relevant information.

In the upper right corner of the screen, you will find the status filter Completed and In Progress.

Completed / In Progress

You can also use the person button to filter by YOUR reports (one person button) or the reports of others (several persons button).

Personen Button

Structure classes Filter

A filter according to structure classes is also available.

Deepl Link auf structure classes

Strukturklasse Filter

Title search

Above the table you will also find a search field with which you can quickly search within the title of your reports.

Page overview

At the bottom right you will find an overview of how many reports with your selection criteria were found and how many pages the results covered. Here you can quickly jump between the pages.

Seitenanzeige

Open a Parked Report and edit it further

Then select the Report you want to open from the list.

Further detailed information is displayed in an intermediate dialog box and you can return to the editing screen by choosing Open.

Deepl Link 

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