Overview

To access the Reports module, go to Menu > Reports. The Reports module is designed to allow admins and moderators to view, manage, and act on reports submitted by members. The module is divided into multiple sections, each tailored to provide specific functionality for handling reports efficiently.

 

The Reports module consists of:

  • Table View: Displays all reports in a list format.
  • Top Bar: Provides search, filters, and quick actions.
  • Actions Menu: Offers options for individual reports.
  • Preview Pane: Allows detailed viewing of a selected report and associated actions.
  • Bulk Actions: Perform actions on multiple reports simultaneously.

 

Sections in this article

  1. Key Terms
  2. Table View
  3. Top Bar
  4. Actions Menu
  5. Preview Pane
  6. Bulk Actions

 

1.  Key Terms

  • Report Types: Templates that you can create using different kind of attributes. These templates are used by members to submit reports on various topics or issues such as Fatigue, Safety releated, Incidents etc.
  • Attributes: Field types like date, number, text, list used to create Report types (templates)
  • Report Groups: Used to organize Report types into.
  • Status: Assigned to submitted reports by admin/moderators to Indicate the current stage of a report (e.g., Unread, Complete, Forwarded). Status is either Final or Intermediate. An intermediate status allows for a reminder email to be sent until the report is assigned a Final status.

  • Intermediate Status: A temporary label indicating the report is still in progress or being reviewed.

  • Final Status: A status indicating that the report is completed and no further action is required.

  • Target Groups: Specific member groups eligible to submit reports of a particular report type.

  • Preview Pane: A detailed view of a report or report type that appears when clicked in the table view.

  • Actions Menu: A menu available in the table view, preview pane, and bulk actions, allowing actions like exporting, forwarding, setting status, and deleting reports.

  • Reminder Emails: Notifications sent to moderators or admins about overdue reports, configured per intermediate status.

  • Chat: A feature allowing admins or moderators to communicate directly with the member who submitted the report.

  • Forwarding: Sending a report via email, with options to include additional notes, attachments, and a selected PDF format.

 

2.  Table View

 

Columns:

  • Updated: Timestamp of the last update to the report.
  • Report Type: The name or the Report type (template).
  • Received: Date and time the report was submitted.
  • Name: Name of the member who submitted the report.
  • Target Groups: Displays the group the member submitting the report belongs to.
  • Status: Indicates the current stage of the report (e.g., Unread, Complete, Forwarded).
  • Comments: Whether the report has unread comments or if all comments have been read.
  • Flag: Indicates whether the report has been flagged for follow-up.
  • Action: Provides individual actions for the report, accessible via the three-dot menu. (Export, forward, delete etc.)

 

Sorting and Filtering:

  • Use the column headers to sort reports.
  • Apply filters (funnel icon) found in column headers.

 

3.  Top Bar

  • Search Bar: Quickly search for reports by entering keywords.
  • Clear Filters: Reset all applied filters to display the full reports list.
  • Groups: Access the Groups page to add, delete, or rename groups.
  • Types: Access the Report Types page to add, delete, or modify existing report types.
  • Status: Access the Status page to add, delete, or modify available statuses for reports.
  • Reminder Email: Open an overview of Report Types, where you can enable or disable reminder emails for specific types.

 

4.  Actions Menu

The Actions Menu provides tools for handling individual reports directly from the main table view. Accessible by clicking the three-dot icon in the “Action” column for each report, it includes a range of options to export, manage, or delete reports.

 

Available Actions

  • Export PDF (No Image): Creates a PDF document of the report content without including any attached images.
  • Export PDF (With Images): Generates a PDF that includes the report content along with any associated images.
  • Export PDF (With Images, Comments): Produces a detailed PDF that includes the report content, images, and all comments made by admins or moderators.
  • Export Excel: Downloads the report details as an Excel file for further analysis.
  • Export CSV: Exports the report data in CSV format, suitable for data manipulation and integration with other tools.
  • Delete: Permanently deletes the selected report from the system. This action cannot be undone.

 

5.  Preview Pane

The Preview Pane provides detailed information and management options for a selected report. Access it by clicking on a report in the table view.

 

1. Top Section

  • Status: Displays the report’s current status. Change it using the dropdown menu.
  • Actions Menu: Includes the same options as the Actions Menu in the table view, such as exporting or deleting reports.
  • Chat: Opens the chat view to engage in conversations or post a comment to the member who submitted the report.
  • Reminder Email: Displays the interval between reminder emails if the status is of intermediate type, as determined by the current status settings. This interval cannot be changed here but can be updated for each status on the Status page.

2. Details Section

  • General information when report received, updated and information on the member submitting the report.

3. Content and Notes Section

  • Shows the report’s fields and content for that report type.
  • Add Notes allows admins to add internal notes (not visible to the member).

Remember to hit "Save" when done updating status or adding a note.

 

6.  Bulk Actions

The Bulk Actions feature enables efficient management of multiple reports simultaneously. Access it by selecting multiple reports in the table view.

1. Tools Menu

The Tools Menu provides access to actions that can be applied to the selected reports. It includes the same items as the Actions Menu for individual reports, such as exporting reports, deleting, and more.

2. Set Status

•Use the Set Status dropdown to assign a status to all selected reports. Status is automatically saved when selected.