To create a new report type, simply navigate to the ‘Settings’ menu, then go to ‘Audit Reports’.
This will then take you to a list of inspections showing where a report builder questionnaire is attached. Initially, the ‘Audit Name’ column will be blank, until a report is created and then attached to an inspection type.
To view or create a new questionnaire, click on ‘View Audit Reports’ found in the light blue menu bar.
The list of created audits will then be displayed, showing the name, author, number of topics and number of questions. This can be viewed in more detail by clicking on the magnifying glass.
To create a new audit report, click ‘Add Audit Report’ on the light blue menu bar.
You will then be prompted to enter a title for the report and to confirm whether report scoring is required. Report scoring allows marks to be allocated against question answers.
Once done, click ‘Save’.
You will then be prompted to enter a list of topic areas, which the questions will be placed into. Continue to add as many topic areas as required, when all topics have been added click ‘Close’.
The topic areas that you have created will then be listed out for you. If further topics are required, the ‘Add Report Topic’ button can be found in the light blue menu bar.
Reports with scoring will include a maximum score for each section next to the report title.
To add questions to an existing topic, click on the green plus icon next to that topic area.
The ‘Add Question’ popup will then be displayed. In here, you will firstly be prompted to enter the question in ‘Question Detail’; this field is of course mandatory. Following the question, you can enter in guidance note on the question to either better explain the question or provide further instructions, however, this field is not mandatory.
There are radio selection buttons to determine whether additional comments relating to the answer can be left, or if documents can be uploaded. The default for these is ‘No’.
Once the question has been confirmed the popup will close and the screen will refresh showing the question details.
As it stands, the possible answers have not yet been configured for the question. To add possible answers, click ‘Add Question Response’ on the light blue menu bar.
The answer popup will then appear. The response detail field is the title of one of the possible answers. It is then possible to set whether this should be the default response or not for the question. A colour can be applied against the answer which will appear on later reports. If report scoring is enabled, a whole number mark out of 100 can also be applied to that answer. Once complete, press ‘Save’.
If you need to continue to enter possible answers, you will be prompted to add further responses or you can click cancel to show the answers summary for that question.
The possible answers will be listed out, and the default answer will be highlighted. If further possible answers are required, the ‘Add Question Response’ button can be found in the light blue menu bar.
It is then possible to add rules against specific question answers. A rule is a way of automatically generating an action when a certain answer is given. Click the magnifying glass next to the question you need to add a rule for then click the green plus icon next to one of the possible answers.
The ‘Add Response Rule’ popup will then be displayed. The first drop down allows you to select the module that the rule is applicable to. This overall report might be attached to multiple different inspection types, across different modules, and this drop down allows for the report to be different depending upon the module.
You are then prompted to enter the action details. These fields are the same as if manually creating a normal action. The information you enter in here will be what is in the individual action detail when the rule is automatically run. Click ‘Save’ once complete.
The screen will then refresh to show the question details, answers and also the rules associated. Additional answers and rules can be added from this screen by using the appropriate add buttons.
If the answers and rules are now in place for that one particular question, you can navigate back to the report front page where additional questions can be added, by using breadcrumb menu on the left of the light blue menu bar.
The menu should show ‘Audit Repository’, then the report name, and then the question you are currently viewing. Clicking on the report name will take you to the report list of topics and questions, where you can continue to add further report information.
Once the full report has been created, with the required topics, questions, answers, and rules, the report will need to be attached to an inspection type. Navigate to the ‘Settings’ menu, then go back to ‘Audit Reports’, where the list of inspections will be displayed.
Against the applicable inspection type, click the ‘Update Audit’ pencil icon.
This will load a popup allowing the user to select an audit report to attach to that particular inspection. As soon as the report type is attached to an inspection type, all future inspections of that type recorded will automatically prompt the user to answer the report questions.