Knowledge Base – Templates
In this article, you will learn about the following:
The use of the basic template allows you to export information from tickets into reports (such as inspection reports, defect reports, supplementary forms, status messages, free messages, etc.) in a PDF to modify as necessary. Here you can among other things, customize the title or final page or use your own logo)
Hover your mouse over “Templates” and click onto ‘Ticket Reports’ to get an overview of your templates. Here you can create and edit templates. The use of templates allows you to modify project exports in PDF as needed.
- Create a template (for more information, see „Create templates“)
- Search bar
- Copy, edit or delete a template (see „Manage templates“ for more information)
Create a Basic Template
To create a new template, proceed as follows:
- Hover over the menu tab „Templates“ and click on ‘Ticket Reports’
- Click the „Create new report Template“-Button to create a new template. Here choose Basic template
- Input mask: You can set which project or ticket details in the export should be included. Such as photos or journal history. There is also the possibility to create a table of contents, individually design a title and end page or insert a header (for company logos etc.).
- Save the template or cancel the creation process.
Rename ticket attributes:
You also have the option to name ticket attributes differently during template creation.
Ticket attributes: Here you can use checkboxes to select which ticket attributes (title, level and priority) you want to use for the template and even assign an alternative text.
Type attributes: Here you can use a drop-down menu to select which attributes you would like to transfer from existing ticket types for the template and even assign an alternative text.
- Create or customise templates using the report template builder
- Configuration tabs
- Settings tab
- Cover/Appendix tab
- Tickets tab
- Add, Delete and Edit tabs
- Limit access to projects
How to use the Template Builder
The Template Builder allows you to export ticket data to your exact requirements. Whether it be a site diary, a handover protocol, a fire safety report, a home inspection checklist or a handover checklist, you can flexibly report with ease.
To build a template, you can start by selecting one of our sample templates and customise it to your needs. Otherwise, you can start a new template.
The Template Builder is accessed by hovering over the Templates menu via the sidebar and clicking on ‘Ticket Reports’. Here is where you will see an overview of all existing templates.
Create or customise templates usingthe report template builder
Click on the button “Create new report template” to start building or customising a report template. You can choose from our Basic template, or you can use our template builder. The template builder will give you the following options:
You’ll be able to choose one of our sample templates: site diary, fire safety report, safety audit report, home inspection checklist or handover checklist.
After choosing a template, to display your ticket data in the selected report, you will need to match the ticket fields you created with the corresponding report fields.
Click on “Show field mapping” to do this manually, or if you do not yet have a suitable ticket form, you can create the form and map the fields automatically by selecting “Create and map form”.
Start new template
Your second option will be “start new template”, which will let you build a new template with the help of our powerful toolbar.
The toolbar works in a similar way to Microsoft Word, to style your report inline with your company style.
Text style editor
For editing text:
- Bold text
- Font Family
- Font Size
- Text color
- Background color
- Inline class
- Inline style
- Clear formatting
Paragraph style editor
For editing paragraphs:
- Align Left
- Align Center
- Align Right
- Align Justify
- Ordered List
- Unordered List
- Paragraph Format
- Paragraph Style
- Line Height
- Decrease Indent
- Increase Indent
- Insert Horizontal Line
- Insert Image
- Insert Table
- Insert Link
- Page Break
- Add Ticket Attributes (only available within the tickets mask). Here you can choose from the ticket fields you have available in your forms.
- Add Project Attributes. Select the project level data you want to have displayed in your report export.
- Add Tickets Images. Include ticket photos in your export.
- Add Protocol. Adds ticket comments and journal history into your export.
- Add Plan View, to show the ticket position as an overview or a detailed view of each ticket.
- Add Documents, to include ticket documents.
- Add User Attributes into your report.
- Add Generic Attributes allow you to add the date and time that you export your data.
- Add Project Image. Include your project image directly into your report
- Add Charts to your report. Select from charts you have created from within the statistics page to add directly into your report. (Not available within the tickets mask)
If you want to edit your template via html-code, you can do this as well over the “code view” button on the toolbar:
Upon opening a new report template, whether you chose to start with a sample template or create a new template, the first thing you’ll see will be the different configuration tabs, starting with the SETTINGS tab.
This is where you can set the style of your report and set the priority order of data that will be displayed. At the bottom of the page, you can create your own header and footer that can appear on every page of your report. This is where you can drag & drop your company logo into the template or add attributes such as project name and much more.
Note! The input field “Name” is mandatory
COVER / APPENDIX TAB
You can set the format for the start and end of your report via the cover and appendix page. On these pages you can add text, style paragraphs and add project data using the attribute icons.
You can also add the header and footer from the settings to each of those pages by checking the box.
The core functionality of the report template lies within the Tickets page. This is where you can define the report data and the design.
All the project information you have gathered within PlanRadar is available for you to add as drag & drop attributes, which you can position anywhere on your report. This means that as you change and update project information within PlanRadar, it will automatically be updated within the contents of your report.
This lets you re-create standard regulatory forms such as site diaries, handover protocols or any other report according to your needs as well as automate them.
You can add contents to this page in two ways:
a) You can either copy & paste text or tables from sources, such as Excel spreadsheets or Word documents
b) create and edit the report template using the TOOLBAR
Copy & Paste from other sources
To add content to your template report, you can copy text or tables from word documents, excel sheets, PDFs, notes and paste it into the template builder.
When pasting copied content into the builder, PlanRadar will automatically recognise the source and ask you if you want to keep the source format or adapt it to the target format.
Once the content is pasted in, if you need to make any changes to the text, you can use the toolbar to help you adapt the text style and the paragraph style of the content.
To define where you want specific ticket content to appear in your report, click to expand the toolbar and select the attributes you need.
The attributes toolbar lets you add project- & ticket-attributes, such as notes, due dates, and other relevant project information, as well as images, plan sections and ticket journals that you have collected in PlanRadar. To add these attributes first, place your cursor to where you want the specific content to appear and select the attribute you need.
Note!Keep in mind that this layout will apply to each ticket you export!
Important! You can only add attributes from one form plus the static data fields. When you export the report, if you have added an attribue from a different form to the one you are exporting, the export will not contain the ticket field or the ticket data.
If your report needs to include ticket fields from two or more forms, you can use “expert mode”, which is located at the bottom of the tickets page.
Expert mode assigns different report layouts to different forms. When clicking on the button “enable expert mode”, the following options will appear:
a) Choose from your existing report layouts OR
b) choose “Add Report Layout” to create a new report layout
c) Select Form: Select a form to assign a new report layout for the form tickets. You will only be allowed to add the attributes from the form you choose here.
d) Report Layouts: Copy the content of the new report layout from an existing layout, so you do not need to build content from scratch.
As a result your report will include two different forms, with each having their own report layout.
Here is a practical example for further clarification:
Let’s say you have created tickets using the form that you named “Handover checklist”. With our template builder you can define in which style the information collected using this form, will be presented. In the following screenshot you will see the report layout for the form “Handover checklist”:
Note! Keep in mind, that the first ticket report layout will by default be called “Default”.
After having added an additional report layout for a different form, as mentioned in the steps above, you can now give it a different style (in this example we have added a report layout connected to a form named “PlanRadar(EN)”):
Now you have created a report layout connected to a different form. You can switch between them via the dropdown-menu.
Rich data attributes
You can add rich data to your report such as images or plan sections.
When you choose to add ticket images, you are adding a placeholder for the location that images will appear in your report. You can also define the percentage width size that images will be exported as in the final report.
When choosing to import the plan view, you can choose the detailed view to see the pin position or choose overview to show the area in which the pin is located.
When adding user attributes, keep in mind that the export will only include the data of the user that you select in the export process. Keep in mind, that you can only select one user.
Add,delete and edit tabs/pages
Different reports require different structures. With PlanRadar’s report template builder you can add or delete pages and rearrange them however you need. From a standardised cover page, an additional signature page or any informational sheet, such as company guidelines.
Choose if you want to add a blank page to edit or upload a pdf-file to include in your export.
Click on the “Rearrange pages” button
Double click on the tab name to rename your template page
Limit access to projects
Generally, all report templates are available to all projects, but you can also choose to limit them to certain projects.
a) Just check the checkbox “Limit access to projects” and click on “Select projects”.
b) Select the project(s) you want the template(s) to be available for and click on save.
Managing Ticket Report Templates
In the “Templates”-View you will see all the templates you have created. In each line, you will see the following three symbols on the far right:
Copy: Click this button if you want to create something similar to an existing template. As soon as you click on the copy icon, a newly editable template appears in the last line. Click on the pencil icon to edit it accordingly.
Edit: Click this button if you want to go into the detail settings to make changes.
Delete: Click this button if you want to delete the template. As a precautionary measure, a pop-up window appears again in which you have to confirm the deletion process again or cancel it..
Project Report Templates:
You will learn about the following:
- Creating a Project Report template
- Upload your own PDF form
- Mapping Project Report fields
- Limiting Project Report templates to specific projects
- Managing Project Report templates
Create a new Project Report template
To manage templates for Project Reports, click on the ‘Templates’ and then ‘Project Reports’ button via the navigation menu. You will need to have ‘Templates’ permission in order to access it.
To create a new Project Report template, click on the button “Create template”. You will be given the following options to select from:
1. Upload your own PDF form from your computer (read below how to create it).
2. Select one of our sample PDF form templates
Upload your own PDF form
Once you have clicked on ‘Upload a PDF form’ you will be prompted to select a PDF file from your computer.
*Please note that you must upload a PDF file with fillable fields. To create a fillable PDF from scratch, you can follow the below instructions.
Step 1: Create your form layout with Word, Excel or another application and export a PDF file.
Step 2: Use a PDF Editor (e.g. Acrobat Pro or PDF-XChange Editor) to make your PDF file use fillable fields.
Step 3: Upload your PDF file which now includes form fields into PlanRadar.
Once you have selected a PDF file from your computer, you can name your template using the title field and select which user type will be able to use this template. Once you have selected your preferred settings, click on ‘Create Template’.
Mapping Fields in a Project Report template:
Once you have uploaded your PDF file, you will be able to map fields within your Project Report template. Mapped fields will pre-populate with project information or a list of options to select from when users create
You will be able to map the following fields into your Project Report:
- Project Details (Name, ID, Code, Address, Start Date, End Date)
- Project Members i.e. Users (Name, Name + Company, Name + Email)
- Date and Time of reporting
- Lists (Created in the ‘Forms and Lists’ tab)
To map a field, click onto a fillable field within your template and on the right-hand side, you will be able to select what information should be entered into that field. Example below
Once you have mapped the necessary fields. Click on ‘Save Mapping’.
Mapping fields is optional, if you do not want to add field mappings, simply skip this step and click Skip Mapping.
Limiting Project Report templates to specific Projects:
Once you have created your template, you have the option to limit your templates to specific projects. To do this, click on the checkbox ‘Limit access to projects’ and then click on the ‘Select Projects’ button. Here you can choose the projects that should be allowed to use this template.
Managing Project Report templates
The Project Report templates page shows an overview of all your current Project Report templates. Read above how to create your own template.
You have the following quick edit options available for your Project Report templates:
- Download template
- Duplicate template
- Edit template name and visibility
- Delete template