Building a Report – Basic

Managing Reports

KPA EHS comes with a few pre-packaged reports such as the “Near-Miss Report”. You can change the order of these reports, hide, edit, or even delete them.


Creating A New Report

Most likely, you’ll want to create your own report (aka Form) in order to collect company-specific data. Here we will walk through the creation of a simple Audit Report. The questions will be different on your report, but this should give you an idea of how you would go about creating your own report.

  • Click “+ New Report”
  • Form Name – the name of the report that employees will see
  • Form Description – describe how the form should be used (in case you have multiple similar forms)
  • Hidden? – check this box if you’d like to temporarily hide the form. You will still be able to view responses, but the form will not be listed.
  • Scoring? – check this box to enable scoring for this report. Select fields allow you to assign point values to each answer. E.g. 1 of 5, 20%


Types of Fields

Now you need to add questions (aka fields) to your report. There are many types of questions:

  • Textbox – type text into a box
  • Checkbox – check or uncheck a box
  • Counter – keep count (0 – Infinity)
  • Select – select a value (or multiple values) from a list
  • Date/Time – track a date and/or time
  • Attachments – upload photos, videos, documents, etc
  • Sketch – draw on a diagram, signatures, etc
  • Sub-Report – embed a report within a report
  • Heading – a stylistic header (no actual input)
  • Description – a stylistic paragraph (no actual input)


Add A Select Field

  • Press “New Field” > “Select”
  • Enter “Quality” and press “Create”
  • Check “Yes, this is required”
  • Choose the “Settings” Tab
  • Add Poor, Average, and Excellent as the three options
  • Set their scores to 0, 5, and 10
  • Set the style to “Rating”
  • Press “Done”

Now the user can select a “Quality” rating.


Add A Text Box

Now let’s have the user enter a description.

  • Press “New Field” > “Textbox”
  • Enter “Description” as the title and press “Create”
  • Check “Yes, this is required”
  • Select “Settings” and choose “Paragraph” for the type
  • Press “Done”


Make the Textbox Conditional

Now we have a quality field and a description field. We only want to show the “Description” field if the “Quality” is set to “Poor”. Here’s how:

  • Press “Edit” on the “Description” field
  • Click “Visibility”
  • Click “Add a condition…”
  • Choose “Quality” > “Poor” > “Continue”
  • Press “Done”

Now the description field will only show up if “Quality” is “Poor”. Instead of listing “N/A” over and over, this allows us to only show fields when they are relevant!


Adding a Signature Field

We could be finished with our new report, but let’s add a signature field first.

  • Press “New Field” > “Sketch”
  • Enter “Sign Here” as the title and press “Create”
  • Check “Yes, this is required”
  • Select “Settings” and choose “Signature Line” for the background
  • Press “Done”
  • Now press “Save” to create the new report

Submitting The Report

Now we can see what it looks like to fill out our new report. The form will automatically show up on the website. 

NOTE: For employees using the KPA EHS iPhone and Android apps, the reports are downloaded daily. You can force the app to download the latest reports by pulling down on the home screen and pressing “Check for Updates”.

As expected, the Description field is hidden unless we choose a “Poor” quality.

NOTE: In this example, we are logged in as an admin which means we have “surrogate” permissions. That means we can submit the report on behalf of someone else so we see two additional fields at the top: observer and date.


Viewing Responses

Now you can begin viewing responses by going to “Reports” > “Audit Responses”.

  • All reports give you the option to filter by date, observer, GPS location, and pending follow-ups.
  • You will also be able to filter based on the questions you created. In this case, we have a Quality filter and a Description filter.
  • If we select “Excellent” then we would only be looking at responses where “Excellent” was selected
  • Below, you will see individual responses listed. You can click each one to view that specific response.
  • You will also see other outputs such as “Quality”. This automatically generates a visualization of the data based on your questions.
  • In this case, we see a bar and pie graph of the “Quality” ratings


Setting Up Alerts

You can automatically filter your notifications based on the questions you created.

In this example, you could setup an iPhone alert anytime the Quality is set to Poor. Here’s how:

  • Click “My Profile” > Edit Notification Settings (bell icon)
  • Click “Edit >” in the Reports section
  • Scroll down to your report and press “Turn On”
  • Choose “iPhone”
  • Select “Add A Condition…” then “Quality” > “Poor” > “Continue”
  • Press “Save”

Now you will receive a push notification on your iPhone when a report is filled out with the quality set to “Poor”.