How to use Predefined Report Content in Audit Letters & Reports?

Introduction

Predefined report content is a newly added feature in report templates. It can be added to any report template with the help of placeholders.

One time activity by the Company Admin and Administrator:

Add predefined report content and then add Placeholders related to predefined report content in relevant reports/letters.

Repetitive activity by the staff having access to the job:

Add & address review points with predefined content or add content using add new function > then generate post audit report with the predefined report content placeholders.

Predefined Report Content

There are three types of predefined report content:

1. Content for Management Letter
   
2. Content for Qualification
   
3. Content for Contravention
   

You can simply add the title, content, and placeholders as per your requirements in respective letters.

How to use Predefined Report Content?

To add, save and use the Predefined report content, here’s the process you can follow:

Step 1: From the top taskbar, click on Admin, and select Report Templates.

Step 2:- Now, click on Predefined Report Content to add the standard content for Contravention, Qualification and Management letter.

Step 3:- Click on Add Content in each of them to move forward.

Step 4:- From the slider, add Title, Description and Placeholders wherever required. (Image update required)

Note: Title and Description are compulsory.

Screenshot of the list

Placeholders in Report Template

Step 1:- Click on Report Templates and select the report template from the ones which are available or create a completely new one or clone the existing one.

Step 2: Now, click on the Edit in MS Office icon under Action against the report template to download an editable version of this document.

Note:- For this example, we’ll be using Management Letter to add the predefined content and we will be adding all three of them for a better understanding.

Note:- If you don’t know how to create or clone an existing report template, follow the steps mentioned in this Knowledgebase.

Step 3:- Click open the document in MS Word to process ahead. In this downloaded document, you will be able to view and edit the already existing content and add Placeholders for adding Predefined Content.

Note:- All the Placeholders will be replaced with actual content for any specific job while generating a report.

Step 4:- Click on Cloudoffis from the top taskbar and then click on Placeholders.

Step 5:- From the appearing Place Holders, add the required Predefined Content placeholder in your report template wherever you want it to be displayed. 

Note:- For this example, we’re going to add predefined report content at the end of the document and we will be adding all three i.e Content for Contravention, Qualification, and Management Letter one after the other in this same report template for a better understanding.

Step 6:- Press Ctrl+S to save your report template. Once saved a pop-up will appear to confirm the action, click OK on the appearing pop-up.

Add & Address Review Points

Note:- Here we’re using ABC Superfund.

Step 1:- Add Review Point

Step 2:- In the Review point, click on Address

Step 3:- From the appearing menu, select relevant section (Management Letter/Qualification/Contravention) . Once selected, all the title of the predefined content available for that section will be displayed on the right-hand side with a check box. You can select the checkbox as per your requirement and the respective content will be added to review point.

1. Added content can be edited for the facts from the job.
   
2. If Predefined report content is not available then Add New option will provide the ability to add the content for that particular review point.
   

Note:- We will be using all three of them for better understanding.

Step 4:- Scroll down to the end and click on Address from there.

View icon on the review point is available to know that the review point has content.

Audit Reports & Letters

Step 1:- Now click on the Audit letters and Reports and then on the Generate Report Icon to generate the report.

Step 2:- Other possible actions will appear that can be performed like Download, View, Regenerate, Edit in MS Word, or Delete the report. You can click on any of them to process your request.

Once the report is downloaded, this is how the Report Content will look and all the placeholders will be replaced with actual content. 

If there is no content in the review points then it will replace the placeholder with a blank space. 

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