Using the Reports Function

Unlike Statistics, which are standard reports that come packaged with the ComplianceMate solution and are available to all organizations, Reports are specifically designed and implemented for your organization.

Accessing the Reports Function

To access the Reports function, carry out the following:

• In the Mobile App: tap on the Dashboard menu icon and choose Reports from the menu:

   

• In the Server App: click Reports on the main menu:

  

The page that appears depends on your active workspace:

• If your active workspace is a location (the default for the Mobile App), the Report Results page appears:

  

  The Reports menu consists of the following:

  • Request Report for requesting a single location report
  • Report Results for viewing automatics and on demand single location reports
  • User Specific Reports for requesting and viewing multi-location reports
  • Report Recipients for viewing the recipients for auto-generated reports
• If your active workspace is a group, then the Request Report page appears:

  

  The Reports menu is the same as that for a location, only it does not include Report Results.

Types of Reports

There are two types of reports:

• Single Location Reports, which present information for a single location.
• Multiple Location Reports, which present information for a multiple locations in a group or a single location using either of the following methods:
  • If created for a group:
    • Data from all locations combined and presented in one summary report.
    • Data from each location presented as an individual report.
  • If created for a location, data from the location is presented as one report.

Reports are saved in the format selected when the report was designed and built, typically PDF, XLSX, or CSV, depending on the needs of the organization.

Generating Reports

Scheduled

Many reports are scheduled to be automatically generated on selected days of the week or month at a specific time using the following process:

1. At the scheduled time (i.e., Interval), the appropriate data for the report is extracted from the server.
   • One report may have more than one interval.
2. That data is then formatted using a predefined report template and saved in the format selected when the report was designed and built, typically PDF, XLSX, or CSV, depending on the needs of the organization.
3. The file is then emailed as an attachment to persons who are subscribers to the report based on their job role or email address.
   • One report may only have one list of subscribers.
4. A record indicating when the report was generated is added to the following:
   • For a multi-location report,
     • The group where the report is located (text only, no link to the file).
     • All child groups, if any (text only, no link to the file)
     • All locations of the group or its child groups (text and link to the file).
   • For a single location report, to all locations (text and link to the file) of the group where the report is located or its child groups, if any.
     • No records are added at the group level.

Preparing the schedule for a report is an administrative function that is carried out by the ComplianceMate Support Team.

On Demand

Reports can also be user-generated on demand at any time using the following process:

1. Choose whether you are running a report for a single location or multiple locations:
   • If for a single location, make the location your active workspace or select the location in the field provided.
   • If for a multiple locations, make the group containing the locations your active workspace.
2. Choose the report to use.
   • Which reports are available depends on your answer in the previous step.
3. Set a date for the report from which data is to be collected.
4. Set the language and temperature units to use on the report.
   • The default is User Profile Default.
5. Apply the above criteria. The report is generated and downloaded to the default downloads folder on your computer in the format selected when the report was designed and built, typically PDF, XLSX, or CSV, depending on the needs of the organization.
6. A record indicating when the report was generated is added to the following:
   • For a multi-location report,
     • The group where the report is located (text only, no link to the file).
     • All child groups, if any (text only, no link to the file)
     • All locations of the group or its child groups (text and link to the file).
   • For a single location report, to all locations (text and link to the file) of the group where the report is located or its child groups, if any.
     • No records are added at the group level.

Implementing a New Report

Though there are differences between the operations of organizations, the basic process for implementing a new report is as follows:

1. Working with your organization's ComplianceMate Account Manager, representatives prepare a design for the report and submit a request to have that report built for use within the organization.
2. The Account Manager then schedules building and testing of the report with the ComplianceMate Development Team.
3. Working with the Development Team, your organization reviews and accepts the report and then submits a request for how they want the report implemented, answering the following questions:
   • Is this report for:
     • A single location?
     • A group of locations?
     • All locations?
   • What display name should be used for the report?
   • Is this report only for on demand or is it to be scheduled? If scheduled, when should the report be generated (i.e., at what Interval)?
     • Daily at a specific time of day?
     • Weekly at a specific time on each selected day?
     • Monthly at a specific time on a specific day?
       • The first, middle or last day of the month.
       • A numerical day of the month.

     Remember, a report can have more than one interval.

   • What are the job roles or email addresses of the users who should receive the reports?
4. Using the information provided by your organization in the previous step, a support ticket is created for implementing the report and the ComplianceMate Support Team schedules the work to be completed.
5. When the implementation is complete, a notification will be sent to the appropriate people in your organization and the support ticket will be closed.

Modifying a Report

If an existing report needs to be modified, it is carried out based on what needs to be modified:

• If the formatting or functionality of the report needs to be modified, then your organization must submit a request for these changes with the ComplianceMate Account Manager, who will need to schedule the work with the Development Team.
• If the implementation of the report needs to be modified, then a support ticket should be submitted through the Mobile App or Server App to the ComplianceMate Support Team, describing the changes to the implementation that need to be a made.

Deactivating vs. Deleting

With rare exceptions, reports are not deleted. Instead, reports are deactivated so they are not available for use. This allows the report to be activated at any time in the future.

If one of the active reports needs to be deactivated. a support ticket should be submitted to the ComplianceMate Support Team who will deactivate the report.

If a deactivated report needs to be activated, the same process should be used.

Opting Out of Receiving Reports

Users can opt out of receiving reports by editing their user profile (for more information, see Updating Your User Profile and Opting Out of Notifications and Reports),