Purpose Statement
To demonstrate the features and functions of the Report List view in Ad-Hoc Reports in the Reports Module. This view serves as the central hub for managing, organizing, and accessing custom reports within your Fire/EMS software platform.
Background Information
The Report List is the primary interface within the Ad-Hoc Reports section where users can view, search, organize, and manage all available reports. This feature provides essential functionality for report management including searching, filtering, cloning, editing, emailing, and deleting reports. The system organizes reports in folders with the default "All Reports" folder containing all reports, while custom folders can be created for better organization.
Required Permissions
- Basic Access: View reports and access Ad-Hoc Reports module
- Edit Reports: Permission to modify reports you created
- Admin Permissions: Full editing access to all reports in the system
- Delete Reports: Specific permission for deleting reports (agency-configurable)
- Report Management: Permission to create custom folders and manage report organization
Video
Step-by-Step Guide
- Navigate to the Reports module and select Ad-Hoc Reports from the menu.
- This view shows the All Reports folder selected. You can search within any view or folder using the filters provided to find a report.
- Click Apply after you have made your filter selections to see the results
- Click Reset to return to the default list
- Click the down arrow next to Reset to see any additional search fields
- Click on the down arrow next to All Reports to open up the other report folders.
- Enter a word or a partial word into the Search Box to find a report. It will search in the Name and the Description of the Report.
- The Actions Column has functions to Clone, Email, Edit, and Delete a report.
- Selecting the Clone icon will open up a new window to name your new report. You will then see your new report listed in the Reports List and can select the pencil icon to edit it. Note: Your new report will be in the All Reports folder by default.
- Clicking on the Email (envelope) icon will open up a new window to set the preferences for emailing this report one time. Important: To have the report emailed on a routine cycle, use the Report Schedule when creating or editing the report.
- Clicking on the pencil icon will open the report for editing.
- You will only see the edit icon on a report you created or if you have Admin Permissions.
- FDR Reports cannot be edited. You will need to clone the report first and then edit the clone.
- Clicking on the trashcan icon will delete the report. This is a specific permission that can be given only to users selected by your agency.
- When you click on the trashcan icon to delete you will now have two options:
- Remove this report from the folder (it will still remain in the All Reports folder)
- Delete the report entirely from the system
- You can bulk delete reports by selecting the box to the left of the report name. Once you select one or more reports, the trashcan icon will become active. You can now click it to delete these reports.
- When using bulk delete you will receive a confirmation page.
Warning: Selecting Confirm when using bulk delete will delete these reports from the system entirely. They will no longer be in All Reports or any other folder.
- Use the Create Report button to start creating a new report.
Best Practices
- Regularly organize reports into custom folders for better management and easier access
- Use descriptive names for reports to make searching more effective
- Clone existing reports rather than starting from scratch when creating similar reports
- Test reports before scheduling them for automatic email distribution
- Use the search function to quickly locate reports rather than scrolling through long lists
- Remove unnecessary reports regularly to keep the system organized and improve performance
Troubleshooting & FAQs
Q: Why can't I see the edit icon on a report? A: You can only edit reports you created or if you have Admin Permissions. FDR Reports cannot be edited directly - clone them first.
Q: What's the difference between removing from folder and deleting entirely? A: Removing from folder keeps the report in the All Reports folder, while deleting entirely removes it from the system completely.
Q: Why isn't my search returning results? A: Ensure you're searching for terms that appear in either the report name or description. Try partial words or different search terms.
Q: Can I recover a deleted report? A: Reports deleted entirely from the system cannot be recovered. Only remove reports from folders if you want to keep them accessible.