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, e.g. 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 this person (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.


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 and 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 and 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. There, the user can active or inactive the function create report automatically.

create report automatically

A user starts a document in the Assistant via the Start button. The setting defines whether...

  1. A user views the document but no report is created.

  2. A user views the document and reports back information and data, actively or passively, via the report.

The document remains available on the platform in its original form, regardless of the use case. A report thus behaves like a copy, but with distinct advantages over the analog world:

  • The report collects all process-relevant information that accumulates in the course of processing.

  • These are, for example, inputs 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 also 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 can be seen.

  • 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.


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