The 5 ways to create a report: pin, pin list, task list, report, groups

In this article, we will explore the different methods available to create a report within our docu-tools platform. Reports are a powerful way to organize and present data from various views, providing flexibility and convenience for users. Whether you prefer generating reports from the Reports list view, Pin details menu, Pin list view, Task list, or even from groups, we've got you covered.

Regardless of the path you choose for generating a report, the final step always involves filling out the Create new report details. Since it is a vital last step we will look at the "The 'Create new report' window" section first.

NOTE If your report contains too much data it might considerably delay the creation, in worst cases even abort the creation. Especially for Word templates we highly recommend to limit the number of pin to 250 per report. Should your report require more than 250 pins please split them into several reports.

The Create new report window

In the Create new report window you will set a report title, select a report template, and refine the content of the report. While the available sections may vary depending on the chosen report template, there are some permanent sections that are always present. Let's take a closer look at these sections.

1. Details: In this section, you add a suitable title for your report and choose a desired Report Template that determines the overall layout and style of the report. The report title will be displayed in your report.

2. Media: This section allows you to adjust the inclusion of media content in the report. You can choose to include all media or specify the period for which the media should be included. Additionally, you can select the sorting order of the media from newest to oldest or from oldest to newest. If you cannot edit this section you'll have to choose your settings in Report's content is based on first. After that you'll be able to edit the media settings.

3. Plan snippet zoom level and Minimap size: These sections refer to the visualization of the plan within the report. The Plan snippet zoom level determines the level of zoom at which a pins associated plan snippet will be displayed. The Minimap size shows a mini version of the entire plan in the lower right corner of the the plan snippet.

4. Report's content is based on: In this section, you can choose whether the report's content will be based on Pins or Tasks. Once you have selected either Pins or Tasks, click the Select button. This button becomes available only after you have selected a report template in the previous step. After clicking Select, you can proceed to select the specific Pins or Tasks to include in the report. You have several options:

• Select individual Pins or Tasks by using the checkboxes next to each item and then clicking the "Add selected Pins" or "Add selected Tasks" button.
• Choose a filter result by applying a filter and then clicking the "Use filter result" button.
• Add all Pins or all Tasks with the "Add all Pins" or "Add all Tasks" button, respectively.

Once you have made the necessary selections, click the Create button to generate the report.

Here is the short step-by-step version:

1. Enter in a compelling title for your report.
2. Choose a report template.
3. If not preset by previous steps: Choose whether your report should be based on Pins or Tasks and choose those accordingly.
4. Select your media.
5. Choose the zoom level and the size of the minimap.
6. Create your report.

1 - Generating a report in the Reports list view

All generated reports are conveniently stored in this section, accompanied by details such as the report title, used template, creator, creation date, and expiration date. Within the Reports list view, you can easily download, share, or delete a report using the provided buttons in the table.

To Generate a report from this view, perform the following steps:

1. Click on "Reports" in the side menu of your project to access the Reports view.
2. Click the "New Report" button.
3. Continue by following the steps mentioned above.

2 - Generating a report from the Pin details menu

When working on a specific Pin, you can quickly generate a report without leaving the Pin details by utilizing the "..." menu. To accomplish this, follow these steps:

1. Open a Pin from the Plan list or on a Plan.
2. Click on the "..." menu located in the top left corner, right above the Pin ID.
3. From the dropdown menu select the option Add Pin to report.
4. The Create report window will appear. Continue by following the steps as mentioned above.

3 - Generating a report in the Pin list view

Another way to generate a report is through the Pin list menu:

1. Click on Pins in the side menu to open the Pin list.
2. Select the Pins you want to include in the report by checking the checkboxes next to each Pin or using the bulk edit checkbox at the top of the list.
3. Click on the icon with the pencil to the right above the list (the Edit button)
4. Choose the option Add Pins to report.
5. The Create report window will appear. Continue by following the steps as mentioned above.

4 - Generating a report in the Task list

The Task list feature allows you to create targeted reports with concise information for the recipient(s). You can generate a report that includes only individual tasks of a Pin, specifying which tasks a person should receive. Please note that the report will only display the selected tasks, and all other tasks within the pin will not be visible. The same templates can be used for a task report as for a pin report.

Examples:

• A subcontractor should receive a report with all the tasks assigned to them. The other tasks in the pins should not be visible.
• A report with all open tasks should be created. The already closed tasks should not be visible.

Here are the steps to generate a report from the Task list:

1. Open the task list by clicking on Tasks in the side menu.
2. Select the Tasks you want to include in the report by checking the checkboxes next to each Task or using the bulk edit checkbox at the top of the list.
3. Click the Edit button.
4. Choose the option Add Tasks to report.
5. The Create report window will appear. Continue by following the steps as mentioned above.

5 - Generating Reports from groups

If you have created groups or filter groups you can generate reports for those. For more information on Groups, please refer to Groups.

There are two quick and easy ways to generate reports from this view:

Alternative 1 1. First, open the groups list by clicking on Groups in the side menu. 2. In the groups list, click the 3 dots menu "..." for the desired group. 3. Select Add to report. 4. The Create report window will appear. Continue by following the steps as mentioned above.

Alternative 2 1. First, open the groups list by clicking on Groups in the side menu. 2. Open the details view for a specific group. 3. Select the "..." menu from the top menu options. 4. Choose Add group to new report. 5. The Create report window will appear. Continue by following the steps as mentioned above.