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Reporting module user guide

Overview

The Reporting Module in the ShorelinePlatform allows you to create, configure, and distribute reports with customizable templates, flexible sections, and integrated approval workflows.

Report Templates

What Are Report Templates?

Report templates define the structure and content of your reports. Each template consists of:

  • Template name - Identifies the template for selection
  • Signature fields - Left and right signature labels
  • Report sections - Customizable content blocks
  • Distribution settings - Email lists and approval workflows

Accessing Template Settings

  1. Navigate to Reports in the main menu
  2. Click on Report Settings or Template Settings
  3. You'll see a list of existing templates with options to create, edit, or delete

Report Sections

Available Section Types

Your reporting system includes 30 different section types that can be enabled/disabled per template:

Activity Sections
  • Generic Activity - General activity logging
  • Primary Activity - Main work activities
  • Parallel Activity - Concurrent work streams
  • Planned Activity (Today) - Today's planned work
  • Planned Activity - General planned activities
  • Planned 72h Activity - 72-hour planning window
  • Planned 120h Activity - 120-hour planning window
  • Activity Summary - Overview of all activities
  • Additional Client Work - Extra client-requested tasks
Personnel & Resources
  • Manpower (Manual) - Manually entered staffing data
  • Manpower (Dynamic) - Auto-populated staffing information
  • Tools, Materials & Inventory - Equipment and material tracking
Safety & Incidents
  • Adverse Events - Incident reporting
  • Adverse Weather - Weather-related issues
  • EHS (Environment, Health & Safety) - Safety observations
  • Adverse Events Summary - Incident overview
  • Adverse Weather Summary - Weather impact summary
  • EHS Events Summary - Safety statistics
Technical & Quality
  • Weather Downtime & Transport - Weather impact on operations
  • Consumption - Resource consumption tracking
  • Component Status - Component-level status
  • Component Inventory - Component tracking
  • Non-Conformance Reporting - Quality issues
  • Engineering & Technical Issues - Technical problem tracking
Documentation
  • Remarks - General comments and notes
  • Weather Report - Weather file attachments
  • Site Overview - High-level site status (screenshot-based)
  • Work Order Progress - Progress tracking (screenshot-based)
  • Report Attachments - Standard file attachments
  • Additional Attachments - Supplementary files

Configuring Report Templates

Creating a New Template

  1. Click Add New in the template list
  2. Enter a Template Name
  3. Configure Signature Labels (optional):
    • Left signature (e.g., "Prepared by:")
    • Right signature (e.g., "Approved by:")

Customizing Sections

For each section in your template, you can configure:

Section Visibility
  • Toggle the checkbox to enable/disable the entire section
  • Disabled sections won't appear in reports using this template
Section Headers (Columns)

Each section has customizable headers/columns. For example, Manpower (Manual) might include:

  • Department
  • Role
  • Hours
  • Comments

To customize headers:

  1. Expand the section by clicking on it
  2. Check/uncheck individual headers to show/hide columns
  3. Rename headers by editing the text field (the default name shows as placeholder)
  4. Changes apply to all reports using this template
Section Order
  • Sections display in a predefined order (numbered 1-30)
  • Cannot be reordered in the UI (order is fixed in the system)

Special Section Types

File Attachment Sections:
  • Weather Report
  • Report Attachments
  • Additional Attachments

These sections don't have editable headers; they allow file uploads directly in reports.

Screenshot Sections:
  • Site Overview
  • Work Order Progress

Report Filters & Data Selection

Time-Based Filters

When creating a report, you can filter content by:

  • Report Date - The date this report covers
  • Date Range - For historical data comparison

Work Package Filters

How Work Package Sharing Affects Reports

Work Package visibility is controlled by:

  1. Work Package assignment - Only assigned personnel see related work
  2. Sharing settings - Work packages can be shared with:
    • Specific teams
    • Specific users
    • Site-level (all site users)

In reports, this means:

  • Users only see activities/data for work packages they have access to
  • Report sections dynamically filter based on the user's work package permissions
  • Shared work packages appear for all authorized users
  • Private work packages only show for assigned team members

Example: If "Turbine T05 Maintenance" is shared only with the "Mechanical Team", then:

  • Mechanical team members see T05 activities in their reports
  • Electrical team members do NOT see T05 activities
  • Supervisors with site-level access see ALL activities

Creating and Editing Reports

Starting a Report

  1. Navigate to Reports > List
  2. Click Create New Report
  3. Select:
    • Site
    • Report Date
    • Report Template
  4. The report opens with all enabled sections from your template

Filling Out Sections

Each section type has specific input fields:

Activity Sections: Add rows for each activity with:

  • Activity name/description
  • Status
  • Hours/progress
  • Comments

Personnel Sections: Log workforce with:

  • Company/department
  • Role/function
  • Hours worked
  • Personnel names

File Sections: Upload relevant documents:

  • Click the upload area
  • Select files from your device
  • Attachments are linked to the report

Saving Reports

  • Auto-save - Reports save automatically as you work
  • Draft status - Incomplete reports remain in "Draft" state
  • Read-only mode - Locked or approved reports can't be edited

Distribution & Approval Workflows

Email Distribution Lists

Setting Up Distribution Groups

  1. In Report Template Settings, go to the Approval/Distribution tab

  2. Create distribution groups:

    • Click Add Distribution Group
    • Name the group (e.g., "Project Managers", "Client Team")
    • Add recipients by email address

  3. Each group can have multiple recipients

  4. Recipients automatically receive reports when distributed

Managing Recipients
  • Click on a distribution group to expand it
  • Add recipients by typing email addresses
  • Remove recipients using the delete icon
  • Edit group names by clicking the edit icon

Note: Distribution lists are template-specific. Each template can have different distribution groups.

Approval Process

Sending for Approval
  1. Complete your report
  2. Click Send for Approval
  3. Enter the manager's email or select from dropdown
  4. The system validates:
    • User has approval permissions
    • User is an internal team member
    • Email is valid
Manager Actions

Managers receive an email notification and can:

Approve:

  • Review the report
  • Click Approve
  • Optionally upload a custom PDF version
  • Report status changes to "Approved"

Reject:

  • Review the report
  • Click Reject
  • Provide a rejection reason (required)
  • Report returns to "Draft" status
  • Original author is notified with the rejection message
Approval Workflow States
  • Draft - Being edited by creator
  • Pending Approval - Sent to manager, awaiting review
  • Approved - Manager has approved
  • Denied/Rejected - Manager rejected, returned to creator
  • Locked - Finalized, no further edits allowed
Locking Reports
  • Approved reports can be Locked to prevent any changes
  • Locked reports cannot return to Draft or be edited
  • This ensures audit trail integrity

Advanced Features

Consolidated Reports

Creating Multi-Report Exports

When you need to combine multiple reports:

  1. Go to Reports > List

  2. Select multiple reports (checkbox selection)

  3. Click Download Consolidated Report

  4. Configure options:

    • Select sections to include (only shared sections across templates appear)
    • File format: Excel (.xlsx) or PDF
    • Excel-specific: "Single Sheet" mode (all data in one worksheet) or multi-sheet

  5. System generates and downloads the combined report

Section Selection Logic:

  • Only sections present in ALL selected report templates are available
  • Sections with different custom names are grouped under the default system name
  • You can see which templates use which name variation

Use Cases:

  • Weekly summary reports (combine 7 daily reports)
  • Client deliverables (multi-site consolidated view)
  • Cross-project analysis

Copying Reports

Quick Duplication:

  1. Open an existing report
  2. Click Copy DPR
  3. Select target date
  4. Choose sections to copy:
    • All sections (default)
    • Excluding file attachments (faster)

When to Use:

  • Repeating similar daily activities
  • Continuing multi-day work
  • Template-based recurring tasks

Report History

  • View all versions of a report
  • Track changes over time
  • See who made what changes when
  • Useful for audit trails

Accessing History:

  1. Open a report
  2. Click History icon/button
  3. Browse previous versions
  4. Compare changes

Permissions & Security

Who Can Do What

Report Creator:

  • Create new reports
  • Edit own Draft reports
  • Send for approval
  • View reports for accessible work packages

Manager/Approver:

  • Receive approval requests
  • Approve or reject reports
  • Upload custom report versions
  • Lock reports

Administrator:

  • Create/edit report templates
  • Manage distribution lists
  • Configure permissions
  • Access all reports (site-level)

Data Access Rules

  1. Work Package-based: Users only see data for their assigned work packages
  2. Site-based: Site access determines which reports you can view
  3. Template-based: Template assignment can restrict who creates certain report types

Tips & Best Practices

Template Design

  • ✅ Enable only sections your team actually uses (reduces clutter)
  • ✅ Customize header names to match your terminology
  • ✅ Create multiple templates for different report types (daily vs. weekly vs. client-facing)
  • ✅ Test templates with sample data before rolling out

Report Creation

  • ✅ Fill out reports daily (don't let them accumulate)
  • ✅ Use consistent naming/terminology in activities
  • ✅ Attach photos and documentation as you go
  • ✅ Review before sending for approval

Distribution

  • ✅ Keep distribution lists up to date
  • ✅ Use different lists for internal vs. external stakeholders
  • ✅ Name groups descriptively ("Weekly Client Report" vs. "Internal Ops")

Approvals

  • ✅ Managers: Review promptly to avoid workflow delays
  • ✅ Provide clear rejection reasons to help reporters improve
  • ✅ Lock reports only when truly final (cannot be unlocked)

Troubleshooting

"Section not showing expected data"

  • Check work package sharing settings
  • Verify date filters
  • Ensure the section is enabled in the template

"Can't send for approval"

  • Verify manager email is correct
  • Check if user has internal permission
  • Ensure report is complete (no required fields empty)

"Distribution emails not sending"

  • Verify email addresses in distribution list
  • Check spam folders
  • Confirm distribution list is linked to template

"Wrong template sections appearing"

  • You may have changed templates mid-report
  • Create a new report with the correct template
  • Copy content from old report if needed

Feature Flags

Some sections require specific feature flags to be enabled.

Contact your system administrator if needed sections are unavailable.

Getting Help

For additional assistance:

  • Contact your site administrator for permissions issues
  • Refer to training materials for workflow guidance
  • Check with your project manager for template configuration questions