Visit Boris website Report status
Part of the Maintain Templates screen

Part of the Maintain Templates screen

Report Status indicates where the report is in its lifecycle.

Statuses can be used very powerfully when setting up a template - actions can be attached to a particular report status, such as emailing a customer or administrator, exporting to a different format, creating a new job or skipping to a new status. The image to the left shows the Template action screen where these are set up and to the right are some of the actions that can be attached to the statuses.

Overview of Template action screen

Overview of Template action screen

When a report is received from the device (Incomplete or Complete)

Actions corresponding to this event are triggered as soon as a form is returned from the device, regardless of its status (ie. whether it requires further editing or sign off by the user).

If the form has associated attachments then the event will not be triggered until all attachments have been returned. This means that a form with outstanding attachments will be viewable on the web site but, for example, it may not have been automatically e-mailed to anybody.

Once all outstanding attachments have been received back, the “when a report is received from the device (Incomplete or Complete)” actions will be triggered.

Typical actions associated with this event:

  • Send an e-mail to an administrator letting them know that a new report has been received
  • Send an e-mail to the customer, assuming that no manual sign-off or further editing is required

When a report becomes available for sign-off (Complete)

Actions corresponding to this event are triggered as soon as the form reaches the “Complete” status. In effect, this means that the user who completed the form has finished with it and it has been passed to the next stage. All mandatory items on the form will have been answered.

In many cases, forms arrive at this status directly from the device – they are released from the device and, because of template settings or because of the device user’s instruction, they by-pass the Incomplete stage and become Complete.

The template editing rule that controls this behavior is “Do not allow user to edit documents via web site”.

If this option is selected (ie editing documents via the web site is not enabled) then all reports coming back to the web site will be marked as “Complete”.

If it is not selected (ie editing documents via the web site is enabled ) then the device user will be prompted for a decision once they have finished with the form on the device and wish to release it: do they wish to further edit the form on the web site?
  • If they choose not to edit the report further then it will be marked as Complete when it is received from the device, and both the “When a report is received from the device (Incomplete or Complete)” and the “When a report becomes available for sign-off (Complete)” events will be triggered.
  • If they choose to edit the report further then it will be marked as Incomplete when it is received from the device and only the “When a report is received from the device (Incomplete or Complete)” event will be triggered. They will be able to login to the web site and edit the report further under their “Incomplete Reports” menu option. Once they have finished their editing they should choose the “Release for sign-off” option. This effectively moves the form to a Complete status and says “I have finished with this report and am happy with it. I now pass it on to an administrator to decide whether to release it to the customer”. The “When a report becomes available for sign-off (Complete)” event will be triggered once they have “released for sign-off”. This will run any actions associated with the event, which may include sending the administrator an e-mail letting them know that they need to process the report, or it may automatically release the report for viewing by the customer.

Typical actions associated with this event:
  • Send an e-mail to an administrator letting them know that a report is available for signing-off to the customer
  • Automatically release the report to a customer
  • Export report details to XML for external systems to process

When a report is signed-off to the customer (Released)

Actions corresponding to this event are triggered when a report reaches the “Released” status. A report can reach this stage through one of two routes:

  • It has the status “Complete” and an automatic action associated with “When a report becomes available for sign off (Complete)” is triggered which sets the status to Released.
  • It has the status “Complete” and an administrator signs-off/releases the form via the web site (either as part of a bulk action or as an individual report)

Typical actions associated with this event:

  • Send an e-mail to the customer
  • Export report details to management statistics module

When an interim report is received

Actions specified with this event are triggered when an interim report is received.

Interim reports are “snapshots” of a form before it is finished with on the device. For example, suppose you had a form that represented a full ambulance journey: pick up medic; en route to patient; pick up patient; en route to hospital; drop off patient; return to base.

You could use individual forms for each stage, but if you had one form then you could use “Action buttons” to send back interim reports at each stage of the full journey. These could then be exported for an external back office system to pick up and process.

You could also use “Action buttons” to send interim reports for ad hoc activities such as “Blue lights on” or “Blue lights off”.

Each interim report contains all data currently input on the form, along with timestamps etc.

Typical actions associated with this event:

  • Export as XML for an external system

When a report requires a customer response

Actions added under this prompt are applied when a report reaches the status of requiring a customer response.  For instance suppose that a job sheet is completed and needs to go to the customer for an order number prior to invoicing in that case the report will be set to the status of awaiting customer response and an action can be triggered to send an email to the customer asking them to log in and add an order number.

When a report is responded to by a customer

Actions added here are triggered when a customer adds a response to a form of status ‘awaiting customer response’.  For example a customer enters an order number and an email is triggered to inform the office that the order number has been supplied.

When a report is forwarded

Forms can be forwarded from one device to another using the Forward Form Item Type within a template. In these cases the form is sent to the server and then downloaded by the receiving device. When a forwarded form is received on a server on its way to a receiving device the ‘When a report is forwarded’ actions are triggered. For example an email could be triggered to the receiving user to alert them to the incoming form.

Option within report screen

When a completed form is being viewed on the website the user may be given a number of additional options related to sending emails and changing the status of the report. These appear as buttons within the report screen. These options are added under this heading. Typically each action will be relevant or appropriate to forms of a particular status. Note that these actions, unlike most template actions, do not run automatically but instead give the user an option that they may wish to take.

General status change

This heading allows actions to be triggered when a report changes from one status to another. Separate headings exist for adding actions when a report becomes complete or when a report is released to the customer but the same effect can be achieved through this general status change heading. In earlier versions of the software this option was not available, hence the separate specific status change options elsewhere on this page but this newer option could now replace them.

When a report is finished on the device

This heading contains actions to be triggered immediately prior to a report being released from the device ie when the report is no longer editable or usable by the user. Typically the actions will be for generating additional forms or adding the current form into a summary form.

See Also

Reports menu

Concepts

 

 


Parts copyright 2014 Boris Software Ltd. Parts copyright 2014 Firetronic Software Ltd. Parts copyright 1998-2014 Cadence Computing Ltd. All Rights Reserved.

Menus, prompts, fields and options are from a typical installation - some items may not appear as shown. Please contact Boris support for information on additional features.