Creating and Editing Reports (Video)

The following is a transcript of the video guide:

In this demo of the KPA EHS web application I’m going to walk through the process of creating and editing reports.
That means actually designing the forms that people are filling out whenever they submit observations to the website.
I’m going to start out by going to the homepage of KPA EHS.
I’ve already signed in.

If you have questions about signing in or anything like that you may check out the other video guides and they’ll walk you through an intro to the website and how you sign in and register and all that.
Right now I’m on my home page and you can see on the left I have this link for reports.
I’ll click on that and when I do that, you can see that since I’m an administrator, I have access to fill out these reports, but I can also view the responses and I can even edit the reports themselves.
These are the reports or forms that are built into the system: the Incident Report, Near Miss Report, Observation Report.

They’re the boiler plate forms and reports that you automatically have when you get a new website.
But you can also edit those, change questions, remove questions, add questions, or you can actually create your own report from scratch.
I’m going to go through all those things and show you what that looks like.
First of all, you can change the order that these reports show up as.

If the Incident Report is a rare thing for you, you could actually click and drag that and drop it at the very bottom.
Then you could change the order in that way.
You could also go in and edit and delete a report if you wanted to.
For example, on the Near Miss Report, I’m going to go ahead and click Edit on there and if I wanted to, I could hit Delete right here and it would actually completely remove it from that list altogether.

Just so you know, on this Reports page, if you’re not seeing the Edit links and the New Report button and that thing, that’s all controlled in the Control Panel, where, depending on the permission or the role that you’ve been given in the system, you may or may not see those things.
If I, if I’m able to see this as an administrator, I can, I can go down to the Reports section and I can see that employees can submit reports, but they can’t edit the forms and neither can a manager.
In fact, by default, only an admin can, can actually edit a form.
You could change those roles by, you know, allowing managers to, to edit a form and so on if you wanted to.

Back to this page.
I’m going to show you what it looks like to edit one of these a built-in reports that we have in the system.
I’ll go into that Near Miss Report.
You can see the title of it and the description right there and you can change those if you want to.

You could mark it as Hidden, and I’ll show you what that means in a second, and also enable scoring.
I’ll show those both in a second.
But then you get into this area where you have your list of questions that are basically asked.
It looks like the normal form that people fill out, except that they all have an Edit button on the right side over here.

I can scroll down to the question that I want to edit and I can say maybe I wanna add a severity level right here.
I can click Edit on this question, I can go over to the Settings, and then I’d scroll down and I have the items already of Low, Medium, High, and Critical.
Then, I could add a new one that’s maybe Extreme.
Then, I could just hit Done right there.

Then now, whenever I scroll and show that severity, you can see that there’s a new Extreme option right there.
That’s what it looks like to edit of these.
You could say, “You know maybe the probability of recurrence is not important for us”, and I could just click to remove that field and it’s gone.
I could say, maybe I wanna answer these questions in a different order, I could just click it and drag it up and, and change the order that they, they show up in.

Then if I wanted to add a new field, at the bottom there’s this new field button and you can choose what field you wanna add.
We’ll go into that more in a second, but that’s what it looks like to edit one of thee forms that’s already built in.
If you make some changes and you wanna quickly see what it looks like, the, the changes that you’ve made, you could hit the Preview button and this actually let’s you walk through the form as though you’re an employee filling it out and you can see what it looks like and feels like for them to be filling it out.
alright so we’re going to go back to our Reports page and I’m, I’m going to actually show you what it looks like to create one of these reports from scratch.

I’ll go New Report and these reports could collect almost any information for your organization.
Right here, I’m going to create an audit form or an audit report and then, and then that’ll be my description.
Then I will choose to let this not be hidden and so basically what hidden means is whether or not it shows up as a form that people can click on to fill out.
For example, we have some forms that are built into the system, like a new hire, like a short-service employee evaluation.

Those forms would be hidden forms because you, an employee wouldn’t arbitrarily go in and just click to fill out an evaluation.
They would be recommended to the employee by a task and they’d click on the task and then they would fill out an evaluation for a specific employee.
You want your form to be hidden, if you only want it to be filled out as part of a task, basically.
But if you want it to be just generally available for employees to fill out, you wouldn’t mark it Hidden.

Our Audit Form, we want people to just go in and fill out an audit whenever they want, so we’re going to , we’re going to leave it as not hidden right there.
I’m going to enable scoring and I’ll show you what that means in just a second.
and then I’m going to ad some fields to my new form that I’m creating from scratch.
These are the different types of field that we have available in the system.

A textbox is where you just type in text.
Check boxes.
Select is a list of answers and they can choose between one or multiple of those.
A date picker, a time picker.

You could attach photos and videos and other documents.
A sketch field where they can actually draw.
Then a heading field.
I’ll walk through what it looks like to do a few of those.

We’re going to start out with the Select field and we’ll have a quality rating.
I’m going to create the quality rating right there and then I’m going to say yes, this field is a required field.
They have to answer to be able to submit the form.
I could add an additional description right there.

Please choose a rating.
Then I’m going to go into the Settings and I, I’m actually going to choose what option they have available to them.
I’m going to go down to my items list and I’m going to say we’ll create three items so we’ll have three quality ratings.
That could be Poor Average, and then Excellent.

Then I could assign a score to each of these and this is ba- basically the points that they get whenever they choose this answer.
If it’s an Excellent, they’d get a 10 out of 10.
Average, they’d get five out of 10.
Poor, they’d get zero points.

Then they’ll actually see a total of that as they’re doing it.
I could hit done right there and it’s going to show up as a drop down list.
The user would click on that and then they would actually choose a rating from the list.
But that’s not really what we want.

We want it to be a quicker thing, and so we’ll choose it to show up as a rating.
This is just the way it looks, is all this style would change.
I hit Done, and now it’s the same question except that options are shown from left to right right here.
I could sh-, also show them on top of each other if I wanted to by making it a list and hitting Done.

Same answers available, they’re still choosing just one, but then they’re actually shown as a list right there.
We will stick with the rating view because that’s the, what makes the most sense right here.
If you wanted to, they could choose multiple options.
This would allow them to choose zero or one or five or whatever you wanted in terms of options right there.

But we’ll, we’ll make it where they can only choose one for now.
I’m going to hit Done and now we have our quality rating.
Then I’m going to add a new field and it’s going to be a textbox and it’s going to be a notes field where the can actually type in a paragraph of notes.
If we wanted to, we could make this a required field, but I won’t for right now.

I’ll go into the settings and it could either, either show up as a single line, so that would be a single line of text, or it could show up as a paragraph, and then I’ll do paragraph right there and there’s a little bit more height right there so they can actually type in and hit Enter and all that stuff.
Now as they fill this out, they’d have a quality rating and they’d have Notes.
Some of the advanced features and really powerful things behind this form builder is that you can make certain fields show up depending on what a previous answer was.
For example, I could say, “You know, I only need them to type in notes if they chose a Poor quality rating.

If it’s Average or Excellent, then that’s fine, I don’t need notes, but I do need notes to show up if they have a Poor rating.”
I’m going to edit the Notes field and I’m going to change when that shows up.
I click Edit.
I’m going to slide over to the Visibility tab and then it let’s me choose only show when, and then I can choose a condition right here.

I will say only show when the quality rating, and then I’ll choose which answers would cause this note field to show up.
I will choose the poor rating right there and now it says only show when the quality rating is set to Poor.
I hit Done and then now I can preview this form real quick and you can see there’s no Notes field shown.
If I choose Average or Excellent it’s still not shown, but if I choose Poor, it slides down that Notes field and then it’s an answer that people can actually enter.

You could use that same concept to trigger all kinds of other questions.
You could have them choose a type of incident and then you could ask, you know, driver-specific questions depending on whether it was a driving incident or environmental questions if it was– So you could create a whole list of questions that would only show up depending on what the previous answer was.
Keep going through building this form.
I’m going to try to make it look a little bit nicer and group things and I’ll have a heading that’s a Quality, or we”l, we’ll just do Ratings.

We’ll call it Ratings.
I’ll hit Done and now you can see that it’s just like this heading that you could use to group answers together.
Well I want this heading to be above these so I can just click on it and drag it and then now I have a Ratings heading for my quality questions right here.
You can see how you can build this form and do whatever you want.

I’ll show you one more form field that might be of interest to you, and it’d be the sketch field.
Then you could have them draw you know, if, if that would be a help, helpful input, they could actually draw a picture of whatever they’re seeing.
In the settings for the sketch field, you could have it just be a big empty canvas, or you could actually choose the background to be a car or a person or custom.
For example, I could say I want it to be custom and then I could actually draw.

You know, perhaps I wanted to have a road right here that they could draw the incident or the whatever it was, and then now I’ve, I’ve drawn this background and then whenever they’re prompted to draw a picture, this the background and they’d draw on top of that.
I’m, I’m not going to use my road right there.
I’ll just use a person background for this sketch field.
I’m going to have the visibility to always show up so it’s not going to be conditional on what another answer is and so I’ll go ahead and hit done right there.

The most powerful field on this form is probably the Select field, so I’m going to go back and create another on of those to show you some of the other capabilities.
I’m going to , I’m going to have the user choose the employees involved.
I will create that and then I’m going to go over to the Settings and it’s going to show up as a select box so if I hit Done, you can see it’s a drop down box that they’d click on it and they’d choose employees right there.
But I wanna do is I want this list to be automatically populated with employees that are in my KPA EHS system.

I could say, right now the data source defaults to being this, this custom list of items where I would choose, I would enter people’s names or whatever I wanted them to select from, like we did Quality Ratings and we had Poor and Average and Excellent as our items that they were picking from.
But right now we don’t wanna do that.
We actually wanna make it where that data for the list actually comes from the website and I can choose the different types of data right here.
It could be customers, field offices, lines of business, or employees.

I’ll actually have that list populated from the list of employees on your website, and then I’m going to check the box to allow them to select multiple employees.
Then whenever I hit Done, still just a select box, but if I hit Preview over here, and then click here, you can actually see now they’re actually choosing from a list of employees that are on the website.
They could choose, you know, one or multiple names for employees that were involved.
That’s a quick look at the different input types that we have for the system.

There’s some, there’s some advanced settings and I’ll go into those a little bit here.
When you go into the Advanced tab for one of these fields basically you can choose whether the button on the right shows up that let’s them do a follow-up or additional attachments for that field.
You could choose whether that shows up or not by, by clicking the Hide More button.
In fact, I, I will save this and I will actually show you what that looks like.

Alright, so this is our audit form.
We’re saving it.
We’re going to go into our list of reports and now our audit shows up.
Again, we could click on it and we could have our audit show up as the very top thing if we wanted to.

and them I’m going to click to fill it out and I’ll switch over to that tab.
Of course, as we’re filling it out, you can see it’s keeping our score down at the bottom right.
If they do a sketch, then they could click on Create a Sketch.
They have the body as they background, because that’s the background we chose.

They could say, you know, there was an, an issue with the shoulder right there or the hand or draw whatever they wanted to.
Then their employee list shows up just like it did before.
That’s, that’s what it looks like to fill out one of these forms that you created from scratch, but like I was saying over here on the right, there are these bubbles that let you say, “You know, I’d like to attach a photo to this answer to clarify things.”
Or maybe I wanna do a follow-up.

You can control whether this bubble shows up or not whenever you’re editing that audit form and you’d go into the settings and you could say, “You know, you for the Quality Rating, I don’t really want people to be able to attach photos and follow-ups and those things.”
I could hide that option.
Then in the same way, if I go back and I’m actually doing some analysis on this audit, I could click on to view the responses right here and then I automatically have built in all of these filters that are the date, and who the observer was, where they were, whether there are pending follow-ups, and then I have filters based on the actual questions that I was asking.
You know, what’s the quality rating?

What employees were involved?
I can search the data all that way but I can also, maybe I could say, “You know, it doesn’t really make sense for the notes to be a filter right there and it’s just taking up space.”
I could go, whenever I’m designing that form, I could actually hide that filter and then whenever I hit Save, this Notes field would be gone and they couldn’t search by that.
It would clean up the process of searching for these reports.

You could also hide the visualization, so these are the visualizations or the outputs of the reports.
You could say, “You know, the, the quality breakdown bar chart doesn’t really give me that much and so, I, I’d like to hide that.”
You could go into the settings and hide that visualization right there.
That, that’s quick look or a quick overview of what it looks like to build one of these forms from, from scratch.

Just to close the loop and complete the process here.
Whenever you build one of these forms you could also set up notifications for those forms that you built from scratch.
Here in my report notifications, I can, I can see my audit form right there and I can turn on notifications and I could say I’d like to have a notification on my iPhone when the quality rating is set to Poor.
Then whenever I hit Save, now whenever a new audit comes in and the quality rating is set to poor, it’ll send me a push notification on my iPhone, I can swipe it and I can actually view that report right there.

Again, all of this, whether you have access to all of these things is completely dependent on the permissions and roles that I showed you at the beginning.
If you have more questions about the permissions and roles, definitely check out the video guide for permissions and roles.