Report preferences allow you to customize how your reports will look for each template, allowing you to show/hide different information for each preference you save. This could be particularly useful if you need to only display certain information for clients and another set of information for internal staff, as well as setting up emails to prefill when sending PDF reports on mobile.

IMPORTANT NOTE

You will want to make sure you build your template first before proceeding with these steps. 

Learn via video

Part 1: Creating a report preference

Part 2: Creating email templates

IMPORTANT NOTE

"Manage Report Preference" permission is required to create and edit organization global report preferences. For instructions on how to provide users the permission as an Administrator, see the article here.

Web app: Set up Report Preferences

  1. Login to the iAuditor web app and select "Templates" from the left-side menu
  2. Hover your mouse over the template you wish to create the Report Preference for and click the blue "Edit" button on the right-side
  3. The template editor will launch with three tabs along the top of the page, navigate to the "Report" tab
  4. You will see the Report Preference panel on the right-side, click “+ New preference" to begin creating a preference
  5. Choose whether you would like the preference to be "For this template only", or be available "For all templates" in the organization
  6. Name the Preference, then select or deselect checkboxes, to add or remove certain information from appearing in the report
    You will also be able to upload a logo specific to the preference
  7. Continue until satisfied with the outcome (interactive preview shown to the left of the preferences menu) - when complete, press “Create and next"
  8. You will now have the option to create an email template where you can specify the "To:, CC: and BCC:, Subject and Body" of your email. These details, along with the previously specified information, will auto-populate when the inspection is sent from the mobile app. Please note that this requires your native email application to be set up.
  9. The web and PDF views of your reports now reflect your preference settings
  10. Optional: Default preference can be selected from the list of Preferences, setting one as default applies the particular preference settings automatically each time a report is generated from this template

Mobile app: Set up Report Preferences

  1. Launch the App and navigate to the "Inspection" menu
  2. Ensure you are on the "Templates" tab (not "In Progress & Complete")
  3. Tap the template you wish to create the Report Preference for and select the "Edit" button upper right corner of the screen
  4. Toggle from template editor to the "Report" tab
  5. Press “Report Preference” upper left corner of the screen, click “+ New preference" to begin creating a preference
  6. Choose whether you would like the preference to be "For this template only", or be available "For all templates" in the organization
  7. Name the Preference, then select or deselect checkboxes, to add or remove certain information from appearing on the report
    You will also be able to upload a logo specific to the preference
  8. Continue until satisfied with the outcome - when complete, press “Create and next"
  9. You will now have the option to create an email template where you can specify the "To:, CC: and BCC:, Subject and Body" of your email. These details, along with the previously specified information, will auto-populate when the inspection is sent from the mobile app. Please note that this requires your native email application to be set up.
  10. The web and PDF views of your reports now reflect your preference settings
  11. Optional: Default preference can be selected from the list of Preferences, setting one as default applies the particular preference settings automatically each time a report is generated from this template

Setting up the Email Template:

As part of the steps outlined above, you will be prompted to set up an email template. The email template not only allows you to specify "To:, CC:, and BCC:" fields, it also pull information from the title page of your inspection into the subject line. You can also pre-fill the body of your email, all while keeping a PDF of your inspection attached.

The Subject and Email Body can be populated based on inspection data, using the following symbols:
- Title of the template e.g.
- Title of the inspection e.g. Inspector Rex / 26 Feb 2020
- Date of inspection conducted e.g.
- Total score of inspection e.g.

How do I use Report Preferences when I complete an inspection?

  1. Press the “Preferences” button in the top right corner
    If you see “Filters” instead of “Preferences”, this means that no preferences have been set up for this inspection's template
  2. Select from the list of preference options available. The number of options available depends on how many have been set up in the template editor.
  3. Press the > button to apply additional filters to this report if required.
  4. Choose items to add or remove for this specific report if required.
  5. Press "Done" to generate your report.
  6. Emails previously added to the preference will automatically populate your email client.
IMPORTANT NOTE

If you are using iOS (Apple), this will only work if you have successfully configured the native Apple Mail app.
If you are using Android, this will only work if you are using the Gmail or native mail app.

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