Folder Setup (Reporting)

IN THIS ARTICLE

• Introduction
• Add a Folder Category
• Add a Folder Type
• Edit Folder Details
• Customize Report Cover Page
• Assign Teams
• Add Default Forms

Introduction

Different workflows in InspectAll can be handled very efficiently by customizing your Folder Settings. We suggest setting up a different folder type for each workflow. For example, if you plan to manage a Quality and Safety process in InspectAll, you may choose to organize your folders in the following manner:

• Quality (Folder Category)
• Quality Assurance Checks (Folder Type)
• Quality Control Measures (Folder Type)
• Safety (Folder Category)
• Hazard Assessments (Folder Type)
• Inspections (Folder Type)
• Accident Investigation (Folder Type)

Folders can be setup with the following characteristics:

• Name & Color: Adds a name and color to every folder.
• Default Report: the report template that will be used on the printed folder report.
• Calculated Folder IDs: Setup a prefix and counter to add an id to each new folder automatically.
• Default Forms: create a workflow of forms for the folders by automatically adding forms to every new folder.
• Permissions: restrict teams from viewing particular folder types.

Add a Folder Category

1. Click (Your Name) > Folder Settings .
2. Click Add Folder Type .
3. Click Add Category .
4. Give your folder category a name.
5. Click Create Category .

Add a Folder Type

1. Click (Your Name) > Folder Settings .
2. Click Add Folder Type .
3. Fill in the following details, as desired:
   • Select a category for the folder type or click Add Category . Required
   • Enter the name of the folder type. Required
4. Click Save .

Edit Folder Details

Edit Folder Type Status

Inactive Folder Type's cannot be created, but will continue to be shown.

1. Click (Your Name) > Folder Settings .
2. Click Active to make the folder type available.
3. Click Inactive to prevent users from adding folders of that type.

Add a Color

Assign a color to each folder type help signify which type of workflow a folder is part of.

1. Click (Your Name) > Folder Settings .
2. Click on the Folder Type .
3. Click the Color drop down menu.
4. Select the the desired color.
5. Click Save Folder Type .

Add Folder ID Prefix

Adding a Folder ID prefix will improve organization by standardizing labeling and make is easier to search for folders.

1. Click (Your Name) > Folder Settings .
2. Click on the Folder Type .
3. Enter your Folder ID Prefix.
4. Click Save Folder Type .

Add Folder ID Counter

The Folder ID Counter will assign a number in increments of 1 to every folder of that type added, beginning with the number you specify.

1. Click (Your Name) > Folder Settings .
2. Click on the Folder Type .
3. Enter the "Folder ID Counter" you would like to begin with.

4. Click Save Folder Type .

   

Edit Reporting Options and Default Report

Style how you would like the reports to look for folders of this type. Or choose which of your account's reports will be the default when downloading a folder report of this type.

Go to the Folder Settings on the drop down admin menu on the website, and click the blue pencil icon beside the folder you want to edit.

Then click on "Report Type" under the General Details section.

From here you can select which will be the DEFAULT report when you download a folder report for this type. You can select one of the standard reports, or if your account has a custom report, you can also chose that here.

Note: Reporting options for custom reports are not editable. Contact us for any changes you need on custom reports.

Customize Report Cover Page

1. Click (Your Name) > Folder Settings .
2. Click on the Folder Type .
3. Click Show Cover Page to show or hide the report's cover page.
4. Click Upload Header to select a file containing a custom header.
5. Edit content:
   • Click Insert Folder Date to add information fields to your cover page.
   • You can insert any information from the drop down list that will automatically populate on the cover sheet of your report.  This information will show up in brackets on the cover sheet content section in Folder Settings.  { } 
     • For Dates, you can insert the Date Created or Date Closed (which will be based on when the folder was created or closed).
     • Folder Type will pull the Name of the Folder Type into your report.  So, for instance, if you are doing an Annual Inspection Folder type, that is the information that will show up where you insert the Folder Type data.
     • If you want to be able to manually add information on the cover sheet, use the "Description" field.  The description field pulls any information you enter in the Folder Description on a folder (from the website or mobile app).  
   • Edit font style, alignment, and size.
   • Click on the text box to edit the fields.
6. Click Upload Footer to select a file containing a custom footer.

7. Click Create or Update to save.

   

Show or Hide Table of Contents

1. Click (Your Name) > Folder Settings .
2. Click on the Folder Type .
3. Click Table of Contents .
4. Click the check box to show/hide table of contents. *When table of contents is hidden, Hidden will display on the Table of Contents tab.

5. Click Create or Update to save.

   

Edit Form Content

1. Click (Your Name) > Folder Settings .
2. Click on the Folder Type .
3. Click Forms .
4. Select the options that control how forms are shown within the report.
   • Show/Hide Page break between each form.
   • Show/Hide Incomplete forms.
   • Show/Hide Summary of priorities found on the form.
   • Show/Hide Summary of any scores calculated on the form.
5. Select the priorities you would like to show on the form.
6. Click Create or Update to save.

Add an Alternate Branding Logo

1. Click (Your Name) > Folder Settings .
2. Click the blue pencil icon beside the Folder Type .
3. Under #2, Report Options, Click on the "Upload Header" option in the "Forms Header" section. If you add a logo image here, it will override the report branding image set up for your account for this folder type.
4. Click Upload Header to select a file containing a custom branding logo.

The branding logo you select will show up for this folder type at the top left on the folder reports of this type.

Assign Teams to the Folder Type

Assign the Folder Type to specific teams to restrict which users will be able to add, edit and delete this folder type.

1. Click (Your Name) > Folder Settings .
2. Click on the Folder Type .
3. Select the team/teams that will have permissions for that Folder Type.

4. Click Create or Update to save.

   

Add Default Forms

Once default forms have been added to a folder type, those forms will automatically appear in any folder added of that Folder Type. Adding default forms to your folder types will save you from having to manually search and add forms to your folders.

1. Click (Your Name) > Folder Settings .
2. Click on the Folder Type .
3. Click Add Forms .
4. Select the form/s you would like to add.
5. Click Save .

6. Click Create or Update to save changes.