Overview

To access the setup and modification options for the Reports module:

1. Navigate to Menu > Reports. Use the Top Bar options to access respective pages:

  • Groups: Create Groups to organize common report types into logical groups, helping categorize and streamline report management in app.
  • Types: Create and modify report templates that determine the structure and fields of a report.
  • Attributes: Add or modify custom fields such as text fields, dates, or selection lists used in reports. Note - There is no need to setup attributes specifically since it can be done when creating A Report type.
  • Status: Create and manage report statuses (e.g., Unread, Complete) to track progress and actions taken on reports. 
  • Reminder Email: Enable or disable reminder emails for specific report types to follow up on incomplete reports or necessary actions.

 

Each section below provides detailed instructions on how to customize and manage these components.

 

Sections in this Article

  1. Groups:  Adding and Editing
  2. Report Types:  Managing Report Templates
  3. Attributes:  Adding and Editing Custom Fields
  4. Statuses:  Adding and Editing
  5. Reminder Emails:  Configuring Email Notifications

 

 

1.  Groups: Adding and Editing

Introduction
This section explains how to create, edit, and organize Groups in the Reports module. Groups are used to categorize report types, making it easier to manage and access them effectively.

Steps for Managing Groups

  1. Accessing Groups

    • Navigate to Menu > Reports.
    • In the Top Bar, select Groups.
    • This will open the Groups page, listing all existing groups.

  2. Adding a New Group

    • Click Add Group.
    • Enter a Group Name that clearly identifies the purpose of the group.
    • Enter optional Description for internal use.
    • Click Save to add the group.

  3. Editing an Existing Group

    • Locate the group you want to edit in the Groups list.
    • Click the Edit icon next to the group.
    • Update the group name as needed.
    • Click Save to apply the changes.

  4. Deleting a Group

    • Locate the group you wish to delete.
    • Click the Delete icon next to the group.
    • Confirm the deletion.
    • Note: A group cannot be deleted if it contains Report types. You must first reassign or delete the associated report types.

 

2.  Report Types:  Managing Report Templates

Report types define templates for reports submitted by members. Each report type can have specific attributes and be saved to a Group for better organization.

Viewing Report Types

  1. Access the Reports module and click Types in the top bar.
  2. The table displays:
    • Reports Type: The name of the report type.
    • Description: The long description of the report type, also shown in app when that type has been selected.
    • Reports Group: The group it belongs to.
    • Target Groups: The member groups eligible to access and submit this report type.
    • Reports Issued: The number of reports submitted for this type.
    • Status: Active or Inactive (Visible or not in app)

Preview Pane for Report Types

Click on a report type to open the preview pane. This pane shows:

  • Details: Name, group, target groups, short and long descriptions.
  • Attributes: A list of attributes assigned to the report type, including type, required status, and order.
  • Top bar has Action menu to make type active or inactave. Edit mode can also be accessed clicking the pencil icon.

Steps to Add or Edit Report Types

  1. Click +Add in the top bar. 

  2. Fill in the following fields in Detail part:

    • Reports Type Name - Set name for the type
    • Reports Group - Select Group to organize Type into
    • Target Groups - Select which target groups can access this type
    • Short Description: Visible in Type listing in app.
    • Long Description: Displayed at the top of the report type when selected.

  3. Optional settings:

    • Include Admin: Admin receives reminder emails along with moderator(s) selected for this report type.
    • Anonymous Submission: Allow submissions without member identity.
    • Display Popup: Show a popup with text to inform or advice the member of something when submitting the report.
    • Include Information Screen: Add an informational page before filling out the report. Agreeing to terms and conditions can also be enabled for this step.
    • Auto-forward Reports: Forward reports to assigned moderators automatically when the report is received in the Admin Dashboard.



  4. Create attributes:

    • Attribute Display Name: The name of the field.
    • Attribute Type: Choose what kind of field you want to use. You can also use previously created attributes by selecting for the list that appears of start typing its name to search.
      • Date, Text-single line, Text muliple lines, Numeric scale, Single choice list, Multi Choice list, Image, Single choice popup, Single time picker, Multiple time picker (local/UTC time), Checkbox, Value list, Yes/No conditional.
      • See the Attribute section for details on each attribute type.
    • Required: Mark if this field should be mandatory.
    • Notes: Internal notes, not visible in app.
    • Press Add Attribute to add it to the template
    • Create and add as many attributes as needed for the Report type.

  5. Remem to Save changes when done.

 

Managing Report Types

  • To edit a Report type, click the Edit in the 3 dots in Action column. Pencil icon in preview pane.
  • To delete an Report type, click the Delete in the 3 dots in Action column. Note that a Report type can only be delted if no Reports have been submitted using that template.

 

3.  Attributes:  Adding and Editing Custom Fields

 

Attributes are the building blocks of report types. They define the fields that members fill out when submitting a report. Admins can customize attributes to capture specific types of data relevant to their organization’s needs.

Adding Attributes

**Note! There is no need to add an Attribute in a separate step since it can be created directly when creating Report types.**

  1. Go to the Attributes section within a report type setup.
  2. Click +Add.
  3. Enter:
    • Display Name: Visible to members.
    • Type: Select the attribute type (e.g., text, numeric, date).
    • Required: Mark if mandatory.
    • Notes: Add a description or guidance for internal use.
  4. Save the attribute.

Attribute Types

  • Text - Single Line: A short text field for inputs like names or titles.
  • Text - Multiple Lines: A larger text field to accommodate possible longer text input.
  • Date: A calendar field for selecting dates. A popup calander is presented in app.
  • Numeric Scale: A number field within a defined range that allows member to select a number from a graphically represented numeric scale.
  • Single Choice List: A menu of items to select one option. Opens up a new screen in app with options.
  • Multi Choice List: A field to select multiple options. Presented in app with tick boxes.
  • Image: Allows attaching of  images.
  • Yes/No Question: A toggle for Yes/No answers.
  • Single Choice Popup: A popup menu for single selections.
  • Single Time Picker: A field to select time.
  • Multiple Time Picker: A field to pick multiple times, like local and UTC time.
  • Checkbox: A checkbox for quick confirmations.
  • Value List: A dropdown with predefined values uploaded from a CSV when creating the attribute.
  • Yes/No Conditional: A yes/no question triggering additional fields based on the response.

Managing Attributes

  • To edit an attribute, click the pencil icon next to it.
  • To delete an attribute, click the trash icon. Note that deleting an attribute will remove it from all associated report types.

 

 

4.  Statuses:  Adding and Editing

 

Statuses track the progress of a report. For example, “Unread,” “In Review,” “Resolved.”

Types of Statuses

  • Intermediate: These statuses indicate that the report is not finalized or under review (e.g., “In Review,” “Pending”).
  • Final: These statuses indicate that the report is resolved or completed (e.g., “Resolved,” “Closed”).

Steps to Add or Edit Statuses

  1. Go to the Reports module and click Status in the top bar.
  2. Use the +Add Status Message button to create a new status.
  3. Define the following fields:
    • Message: The name of the status.
    • Status Type: Select either “Intermediate” or “Final.”
    • Default Reminder Days: Set the number of days for automatic email reminders for reports with status of Intermediate type.
  4. Save changes.

To edit or delete a status, use the Actions menu next to the status name.

Note. Status can not be deleted if it has reports with that status assigned.

 

5.  Reminder Emails:  Configuring Email Notifications

Reminder emails notify moderators and admins about reports pending with Intermediate status.

  1. Click Reminder Email in the top bar.

  2. The list displays all Report types.

  3. Select or unselect the checkboxes to enable or disable reminder emails for each report type.

  4. Save changes.

Note: Selecting which moderators or admins receive notifications for certain report types is configured within the Report Type setup, not on this page.

 

FAQ's

 

Q: Can members see report groupings in the app?

A: Yes, report groups are visible in the app. Members open a group to see the report types assigned to that group.

 

Q: What happens if I set a report type to “Inactive”?

A: Inactive report types will not be visible to members in the app but will remain accessible to admins and moderators in the dashboard for record-keeping or reactivation.

 

Q: How does the “Anonymous Submission” option affect reports?

A: When enabled, members can submit reports without revealing their identity.

 

Q: Are report groups visible in the app as separate sections?

A: Yes, report groups act as categories in the app. Members select a group to view the associated report types within.

 

Q: If I change an attribute for a report type, does it affect existing reports?

A: No, changes to attributes (e.g., adding or removing an attribute) will only apply to new submissions and will not affect previously submitted reports.

 

Q: Can I assign multiple target groups to a single report type?

A: Yes, a report type can be assigned to multiple target groups, allowing all included groups to access it in the app.

 

Q: How does the “Include Admin” option work in reports?

A: When enabled, this option includes the admin for the reminder emails.

 

Q: What is displayed in the app when no report types are assigned to a group?

A: If no report types are assigned to a group, the group will not appear in the app for members.

 

Q: How are “Final” and “Intermediate” statuses shown in the app?

A: There is no indication in app what status type a status is other then it's title. "In progress" is obvious for Intermediate as "Complete" is obvious for "Final" type.

 

Q: Can I customize the text or name of report statuses?

A: Yes, report statuses are fully customizable, allowing admins to create names that reflect their workflow. As many as needed can be created.

 

Q: How can I view how report types and groups appear in the app?

A: Admins can use a test account like assigning a report type to a test group and view in app logged in as user for that target group.

 

Q: Do members see the reminder emails for overdue reports?

A: No, reminder emails are sent to assigned moderators or admins and are not visible to members.

 

Q: Can I limit the ability to access certain report groups or types to specific moderators?

A: Yes, you can assign specific moderators to report types, ensuring they handle only their assigned areas.

 

Q: What should I do if I want to remove a report type but keep its history?

A: Set the report type to “Inactive.” This will hide it from the app but keep its history intact in the dashboard.

 

Q: How do members know what fields are required in a report?

A: Required fields are marked in the app. Members cannot submit the report without completing these fields.