PDF Report Configuration

This feature allows Portal Admin or Manager user roles to configure PDF reports and is available on the Premium and Professional packages only. Please contact [e-mail] if you would like to upgrade to have access to this feature. 

1. In the web app, go to Admin>Reports.

2. Existing pre-configured reports are displayed under reports and can be copied, edited, or deleted. Click on the pencil edit icon to edit a report or click on the 3 circles to copy or delete the report. 

3. To create your own configured report, click on "New Report". 

4. On the left, you will see a menu with categories that you can click on to jump to each section. 

5. Branding:

• Company Logo: Customize the logo size (small, medium, large), logo position (left, center, right), and file name when downloading the report. 
• File Name: This is the name for the report file when you download it. 

  Available variables: {displayLine1}, {displayLine2}, {displayLine3}, {displayLine4}, {displayLine5}, {status}, {templateName}, {reportTitle}, {date}, {time}

  e.g. My_report_{displayLine1}-{date} 
• Color: Set colors to section titles and borders by using any browser supported color name or hex value. Click on the links to get color names or hex values.

6. Header: 

• Report Title: Check the box for show custom report title if you want to have something of your choosing and select the position. It will appear above the display lines which are set in the template editor. 
• Display Info: The display image and display lines are set in the template editor. The image can be set to small, medium, or large. You can choose if you want to show the display lines and which ones. The display lines can be shown next to the image if you check that box. 
• Table of Contents: Check this box if you would like to add this to the beginning of the report. This will add hyperlinks to the section headers. 

7. Body

You have several options for your report layout.

Sections Fields Layout, select from:  None, One Column or Two column. 

For Show Empty Sections and Show Empty Field Groups: uncheck to hide sections and fields with no content.

Item Fields Layout, select from: None, One Column, Two Column, Table or Configured Line Item Table. This layout only applies if you are using dynamic items in your template. 

If you select the One or Two Column layout for item fields, you can distinguish between regular and field group fields as shown in the example screen shot below.

Field Options: Check to hide or show field comments, timestamps, and place long text into footnotes.

Select Show photo fields if you want see these in your report. If unchecked, photos will still appear in the photo section. 

Figure 7-1: Choose the layout for your report

🚨Only select Configured line item table if you already have report columns configured. This layout comes with its own set of options to Select report columns, Group by (service category or field group), Show items subtotals, Show total for all items, and Truncate table data. 

 
Figure 7-2: Configured Line Item Table Options

When you click the Select report columns... button (see Figure 7-2), you'll see a list of your configured report columns (read about how to set them up here). Choose the ones you want in your report.

Figure 7-3: Choose report columns to display in the Configured Line Item Table

8. Photos

You have several Photo layout options for your photos, depending on the Section fields layout you've chosen.

A One Column Layout can display a field and its photos together. Choose between:

• inline  
• inline square thumbnails  - note: portrait and landscape photos will be cropped.

Set Inline photos per field to limit how many photos per field to display. Check 30/70 offset for inline photos if you've chosen this option in the Body (see Figure 7-1).

🚨Due to the small size of the inline photos, some options such as metadata and captions are unavailable.

With both the One and Two Column layouts, you have the following options

• 4 photos per page 
• 4 photos per page after each section 
• 4 photos per page, with hi-res photos 1 per page
• 6 photos per page

⚠️ To display hi-res photos, make sure the photo resolution is set to Hi Res on the field in the template editor.

Item Photos: Check to show photos below the item. See example screen shot. 

Item Table Photo Options: Set the number of photos that appear in a table layout.

Photo Options: Select each box to display timestamps, owner, metadata, location, and captions.

Photo Quality: Choose from High (Highest quality photos and largest file size), Medium (Medium quality photos and smaller file size), or Low (Lower quality photos and smallest file size). 

Photo Links: Includes links to open full size photos. Click on the photo to open full size. **Please note that large reports with many high res photos will need to right click on the photo in the report to open link in a new tab, rather than clicking and opening in the same tab. Otherwise you will get an error going back to the report and will have to refresh and generate the report again.

Figure 8-1: Photo layout options

9. Footer

• Paging: This will add page numbers at the bottom of each page.
• Creation Date: This will show the report creation date at the bottom of each page. (e.g., Report Created: 02/03/2022)

10. Advanced:

• Specify Sections: Select from show all sections, show first section only, or show specific sections only. The section field keys can be found in your template. 
• Exclude Fields by Key: If you want certain fields to be excluded from the report, enter the comma separated field keys which are found in your template. (e.g., fieldkey_1, fieldkey_2)
• Default Role: By default, none is selected. If a role of field user, customer, or admin is selected, then for any restricted role (Field User or Customer) that generates the report from mobile, web and by download or by report URL, the report that gets generated is based on the Default Role, not the role of the user. When selecting a role other than none, the warning below will generate.
  Warning: Selecting this role will override standard permissions, potentially allowing users of any role to access data beyond their usual scope.
  
  ⚠️ Photos attached to excluded fields will still appear in your report.
  

11. When you are finished configuring your report, enter a name, select "Enabled", and click "Save". 

12. The report will now show up in your list of reports, where you can edit, copy, or delete them. 

13. To test out your report, go to a project and click on the report icon. Your new report will now show up in the drop down under select report. Click "Get Report" to see your new configured report. Please refer to our guide here on how to generate a report. 

14. If you are using the API to retrieve a report, the Report Key needed to do this is shown in the list of reports.

15. . This is an example of what a configured report looks like when using services, items, and estimating.