Creating Reports

Reports can be produced in several ways from your mobile forms and checklists. One way is during the creation of a form. When creating a form from the Add Form page, fill in an email address of a responder in the Send Form Results To box. Each time this form is submitted to your account, the same form will be emailed to that address

 

Another way is through the Reports area on the dashboard.  Once set up, reports are automatically produced every time a form is submitted and the criteria you selected is satisfied.  Click the Add Report button.

 

The Add Report page becomes available.  Type the name of the report. Then, from a pull-down list, select the form which supplies information to the report.  The report will now access only information from those submittals with that form title. Click the Add Report button at the bottom of the page.

 The Modify Report page becomes available which includes Report Details, Report Columns, and Report Filters.

An optional email alert on this page allows this report to be sent to a responder whenever the report is generated.  This is called an Alert Report.

The name you choose for the report should identify the purpose of the report.

In the Report Columns area, click the checkbox for all questions you want in your report.  When checked, a Report Heading Text box appears below the box to allow you to type the name of the column.  This name will appear as a column header on your report.  In this example, the Submission timestamp column is named Time and the individual who submitted the response is called Name. the text, Does not contain the text, Is exactly, and Is not exactly.  In this case, choose the filter, Does not contain the text.  Then fill in the line for the text it does not contain, which is None.  In this way, all None responses are removed and only comments provided during the checklist will be included in this report.

Once all the Report Columns have been specified and named, the Report Filters allow for filtering the data in your selected columns.

If filtering is needed for any of the Report Columns, it will be done in the Report Filters area. Note that the first line shows the form question State the Vehicle number.  Since the checkbox is not checked, no filtering will be done on this line and any vehicle number can show in the report.  The next line shows the form question which asks if the walk around checks are normal.  Since this form question uses a Quick Answer Button for the None response to everything being normal, the filter needs to remove all responses with None as an answer.  From the Answer line, a pull down is four possible filters is supplied.  These are:  Contains the text, Does not contain the text, Is exactly, and Is not exactly.  In this case, choose the filter, Does not contain the text.  Then fill in the line for the text it does not contain, which is None.  In this way, all None responses are removed and only comments provided during the checklist will be included in this report.

Here is the phone app question.  Notice that clicking the None button means everything on this page is normal.  If there is something not normal, a comment identifies the problem.

What is left will be comments which indicate a problem.   With that in mind, the Does not contain the text criteria is used, and the text which will not be used is the word None. Note that the Quick Answer Button for the None response was used when the form was created to ensure that all None answers are not misspelled by the voice to text feature.

After all the filters have been set, go to the bottom of the page and click the Save Changes button.
Now go to the report and notice that each column header is what you specified.
This report now shows problems with vehicle 567 having a missing load chart.

This report was designated to be sent to and alert responder. Every time this report has a new entry from a submission indication a problem, a new email is sent to the responder.

The responder is given a link which, when clicked, opens and Alerts page without any log in required.  This allows the responder to type the corrective action in the box provided.

 

As Administrator, to see the responder comments, click the Reports button on the left, the Reports page becomes available.  Click the Report you want to view.

Click the Report Alerts button.

From the Alerts page, click on the date in the Sent line.

 

This will show the specific Alert page and the comments made by the responder.

Notice that since all the submissions are stored on your account you can always go back and modify a report or create a new report to give you just the information you require.