This article explains what a summery report is and how to set it up.
Summary reports are a way of providing your users with a summary of the required activity within their area on a repetitive basis. The summary report keeps you updated, and if you need to inspect things further you have easy access through the web app.
What is a summary report?
The summary report sums up checklist and assignment activity and reports the overall figures in an email to each user. The links in the email provides direct access to relevant areas in the web app to inspect the specific activity behind the aggregated numbers.
Four key metrics are included in the summary email:
- Completed checklist
- Missed checklists
- Created assignments
- Resolved assignments
When generating the report, the language and locale of the recipient are taking into consideration with regards to the language as well as formatting of dates.
By clicking the view link for completed, missed and created, you are directed to the appropriate view in the web app where the filters will be pre-defined for you.
Warning: Be aware, that if a device can’t hand in its stored results e.g. due to no connectivity, they will be reported as missing/not completed. When the device eventually gets connection it will empty the queue of finished checklists and these will be placed in the schedule at the time they were completed. This means, that in some circumstances the completed and missed metrics might change.
How to set up a summary report
Note: The report is generated with respect to the user who is receiving it. Meaning that based on the location and checklists of the report, the user will only receive results from the locations/checklists he/she has access to. Please review the example at the bottom of this article for further details.
- Go to notification rules tab under the organization section. Press the + create button to set up a new notification rule.
- Choose the type of report you want. In this tutorial we are setting up a summary report, but the different types of reports are listed below, and you can read more about them here.
- Fill in the name of the report and add a description if relevant.
- Set the time zone. This influences how the reporting will define a day, week and month. The reports are generated after midnight with respect for the chosen time zone. In most cases you want to match this with the schedules you are reporting on.
- Frequency. The frequency controls how often you want the report, and how long of a time period the report should cover. You can choose between:
- Weekly - You can decide on which weekday you want the report to be generated.
- Monthly - Is always sent after midnight on the 1st of the month.
- Add the checklists you want to report activity from. This is related to the completed and missed metrics in the mail. Note: if you do not select any checklists the notification will include all checklists which the recipient has access to.
- Add locations or locations groups as the targets of the report. This affects both the completed and missed checklists metrics and the created and resolved assignment metrics since only activities for the selected locations are included.
- Add recipients. This is the users or user groups which should receive the report.
- Remember to press save.
An example setup
The report is not solely generated based on the checklists and locations defined in the rule. This example demonstrates how it might drastically limit the amount of rules you need in your setup.
The basic premise is, that the report only includes checklists and assignments which the user has access to. This is based on your setup of location groups, schedules and user groups.
Consider the following setup:
With respect to the setup illustrated above, a notification rule is defined with the following settings:
- Checklists: “Checklist A” and “Checklist B”
- Targets: “Location 1” and “Location 2”
- Recipients: “Group A” and “Group B”
This setup will result in 3 reports being generated:
- To User X, reporting on Checklist A and Checklist B but only for Location 1 (remember, the report is generated with respect to each recipient’s access – so even though the rule includes both locations, User X will only get reports for the subset of locations/checklists he has access to).
- To User Y, reporting on Checklist B for Location 2.
- To User Z, reporting on Checklist B for both Location 1 and Location 2.
This example illustrates that the list of checklists and location which are included in the rule only works as an outer boundary for the content which should be reported on. When generating each report, each user’s access is taken into consideration based on that outer boundary.