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Reporting Module Guide

The Reporting Module lets you create, edit, review, approve, lock, unlock, distribute, and export operational reports in Shoreline.

Reports are based on templates. A template controls which sections are included, which fields are available, and which approval or distribution settings apply.

Use reports to:

  • Record daily or periodic site progress.

  • Capture activities, manpower, weather, adverse events, remarks, attachments, and other operational data.

  • Send reports for review and approval.

  • Lock final reports for distribution.

  • Unlock reports when corrections are needed.

  • Export one report or combine several reports into a consolidated PDF or Excel file.

In this article

  • Report templates

  • Report sections

  • Report section data and calculations

  • Create a report

  • Edit report details and filters

  • Add, review, and update report data

  • How live and snapshotted report data works

  • Send a report for approval

  • Approve or reject a report

  • Lock a report

  • Unlock a report

  • Download and distribute reports

  • Create consolidated reports

  • Copy reports

  • View report history

  • Permissions and access

  • Limitations

  • Troubleshooting

Report templates

Report templates define the structure of reports.

A template can include:

  • Template name

  • Signature labels

  • Report sections

  • Section field settings

  • Distribution settings

  • Approval settings

Report templates are managed from the report settings area.

To open report template settings:

  1. Go to Reports.

  2. Open Report Settings or Template Settings.

  3. Select an existing template, or create a new one.

The exact name of the settings page may vary depending on your company setup and permissions.

Report sections

Report sections are the content blocks that appear inside a report. The sections available to you depend on:

  • Your company configuration.

  • The selected report template.

  • Feature flags enabled for your company.

  • The type of report being created.

  • Your permissions and data access.

Common report sections include:

Category Example sections
Activities Generic Activity, Primary Activity, Parallel Activity, Planned Activity, Planned Today Activity, Planned 24h Activity, Planned 72h Activity, Planned 120h Activity, Activity Summary, Additional Client Work
Personnel and resources Manpower, Manual Manpower, Time spent per technician, Tools, Materials & Inventory
Safety and events Adverse Events, Adverse Weather, EHS, Adverse Events Summary, Adverse Weather Summary, EHS Events Summary
Technical and quality Component Status, Component Inventory, Non-Conformance Reporting, Engineering & Technical Issues, Consumption, Weather Downtime & Transport
Documentation Remarks, Weather Report, Site Overview, Work Order Progress, Report Attachments, Additional Attachments

Some sections are only available when the related feature is enabled for your company. If you do not see a section you expect, contact your Shoreline administrator.

Report section data and calculations

Each report section uses different data. Some sections are manually entered, some pull data from Shoreline records, and some calculate totals or summaries from other report data.

The sections available in a report depend on the selected template, company configuration, feature flags, and permissions.

Section What it shows Data used and calculations
Generic Activity Completed or general activities for the report date. Uses activities linked to the selected site, date, work packages, teams, departments, and transports. Duration is calculated from activity start and end times, adjusted to the report date where relevant. Man-hours are calculated from duration and manpower.
Primary Activity Main work activities for the report date. Uses primary activities linked to the report filters. Duration and man-hours are calculated from activity timing and assigned manpower.
Parallel Activity Activities performed at the same time as primary work. Uses parallel activities linked to the report filters. Duration and man-hours are calculated from activity timing and assigned manpower. The section can highlight scheduling conflicts with primary activities.
Planned Activity Today Planned activities for the report date. Uses planned activities scheduled for the report date. Duration is based on the activity’s planned start and end time within the report day.
Planned Activity Planned activities in the selected planning window. Uses planned activities linked to the selected site and report filters. Duration is calculated from planned start and end times within the relevant planning period.
Planned 24h Activity Planned activities in the 24-hour planning window. Uses planned activities in the 24-hour window. If an activity starts before or ends after the window, only the portion inside the window is used for duration calculations.
Planned 72h Activity Planned activities in the 72-hour planning window. Uses planned activities in the 72-hour window. If an activity starts before or ends after the window, only the portion inside the window is used for duration calculations.
Planned 120h Activity Planned activities in the 120-hour planning window. Uses planned activities in the 120-hour window. If an activity starts before or ends after the window, only the portion inside the window is used for duration calculations. This section may require a feature flag.
Activity Summary A summary of activity time by activity category. Uses activity categories and activity durations. It calculates today, week, month, and cumulative hours and percentages by category. This section may require a feature flag.
Additional Client Work Extra work requested by the client or outside the standard planned scope. Uses manually added or selected activity rows. It can include asset, activity ID, team, department, transport, description, variation order details, rental hours, start and end time, duration, manpower, man-hours, and remarks.
Manpower Manual Manually entered manpower by department, role, and hours worked. Uses user-entered department, role, number of workers, and hours worked. Aggregated man-hours are calculated from manpower and duration.
Manpower Dynamic Automatically calculated manpower grouped by department and role. Uses personnel and team information from activities in the report. It calculates number of workers, average hours worked, and total man-hours.
Time spent per technician Time spent by each technician across work orders or activity categories. Uses time-entry data for the selected site, date, and filters. It groups time by technician, shows first start time and last end time, and totals time by work order or activity category. If a work order has an external ID, that ID is used as the column label; otherwise the work order name or activity category is used. This section may require a feature flag.
Tools and Materials Inventory Tools, materials, or equipment counts grouped by type. Uses inventory-style rows in the report and shows type and quantity. This section is primarily used for reporting counts, not time-based calculations.
Adverse Events Adverse events affecting work on the report date. Uses adverse events linked to the selected site and filters. It can include affected activities, teams, assets, category, downtime reason, responsible party, start and end time, affected work orders, affected equipment, work package, affected manpower, and remarks. Downtime man-hours are calculated from downtime duration and affected manpower.
Adverse Weather Weather-related events affecting work. Uses adverse weather events linked to the selected site and filters. It can include affected assets, category, teams, department, downtime reason, affected transports, start and end time, downtime hours, affected manpower, downtime man-hours, weather measurements, work package, affected activity, and remarks. Downtime hours are calculated from start and end time. Downtime man-hours are calculated using affected manpower.
EHS Environment, health, and safety events. Uses EHS event data linked to the selected site and filters. It can include case title, people affected, case number, work package, affected activities, teams, assets, start and end time, downtime, affected manpower, and remarks.
Adverse Events Summary Summary of adverse events by downtime reason. Uses adverse event records and groups them by reason for downtime. It calculates events today, today’s hours, today’s percentage, events to date, cumulative hours, and cumulative percentage. This section may require a feature flag.
Adverse Weather Summary Summary of adverse weather by downtime reason. Uses adverse weather records and groups them by reason for downtime. It calculates events today, today’s hours, today’s percentage, events to date, cumulative hours, and cumulative percentage. This section may require a feature flag.
EHS Events Summary Summary of EHS events by reason or category. Uses EHS event records and groups them for summary reporting. It calculates events today, today’s hours, today’s percentage, events to date, cumulative hours, and cumulative percentage. This section may require a feature flag.
Weather Downtime per Transport Weather downtime grouped by transport. Uses adverse weather data affecting transports. It calculates total downtime hours and total downtime man-hours per transport.
Consumption Stock, material, or consumable usage. Uses consumption records for the selected site and filters. It can show previous quantity, restocked today, consumed today, remaining stock, and consumed to date. Remaining stock is based on previous stock plus restocked quantity minus consumed quantity.
Components Complete Component completion status. Uses component and asset progress data. It can show component name, internal walkdown, external walkdown, completed on site, shipped, shipped today, on transport, commissioned, and remarks.
Received Main Components Main component inventory and receipt status. Uses main component receipt and site status data. It can show component type, received to date, received today, completed on site, on site, and remarks.
Non-Conformance Reporting Non-conformance notes or quality issues. Uses manually entered comments. This section does not perform calculations unless your company has added custom fields or reporting processes.
Engineering/Technical Issues Engineering or technical issue notes. Uses manually entered comments. This section is used for narrative issue tracking rather than automatic calculations.
Remarks General report comments. Uses manually entered remarks. This section does not perform calculations.
Internal Remarks Internal-only report comments, where enabled. Uses manually entered internal remarks. Availability depends on configuration. These remarks are intended for internal reporting and may not be included in all outputs.
Append Weather File Weather file attachment. Uses uploaded files. This section does not calculate values from weather data; it attaches supporting weather documentation to the report.
Site Overview Site overview image or screenshot. Uses uploaded or captured screenshot-style content. This section may require a feature flag and does not perform calculations.
Work Order Progress Work order progress image or screenshot. Uses uploaded or captured screenshot-style content, usually to show visual progress status. This section may require a feature flag and does not perform calculations.
Report Attachments Standard report attachments. Uses uploaded files attached to the report. This section does not perform calculations.
Additional Attachments Supplementary report attachments. Uses additional uploaded files. This section does not perform calculations.

How duration and man-hour calculations work

For time-based sections, Shoreline uses the activity or event start and end time to calculate duration.

For planned sections with a defined planning window, Shoreline only counts the part of the activity that falls inside that window. For example, if a planned activity starts before the 72-hour window or ends after it, only the overlapping time is counted.

Man-hours are generally calculated from:

  • Duration

  • Assigned or affected manpower

Depending on your company configuration, durations may be displayed as decimal hours or as hours and minutes.

How summary percentages work

Summary sections calculate percentages by comparing each category or reason against the total time in that summary group.

For example:

  • Activity Summary compares each activity category against total activity time.

  • Adverse Events Summary compares each downtime reason against total adverse-event downtime.

  • Adverse Weather Summary compares each downtime reason against total weather downtime.

How manually entered sections work

Some sections are not automatically populated from Shoreline records. These sections rely mainly on user-entered values, uploaded files, or copied data from another report.

Examples include:

  • Manual Manpower

  • Non-Conformance Reporting

  • Engineering/Technical Issues

  • Remarks

  • Internal Remarks

  • Weather file attachments

  • Report attachments

  • Additional attachments

How copied section data works

Some sections let you copy data from another report. Copied data becomes part of the current report and should be reviewed before sending, approving, locking, or distributing the report.

Important: Draft reports can refresh live or calculated data. Non-draft reports use a saved snapshot, except for some calculated sections that may refresh when the report is opened. Always review calculated sections after unlocking or reopening a report.

Configure report templates

Use template settings to control which sections and fields appear in reports created from that template.

To configure a template:

  1. Go to Reports.

  2. Open Report Settings or Template Settings.

  3. Select the template you want to update.

  4. Enable or disable the sections that should appear in the report.

  5. Configure the fields or headers for each section where available.

  6. Save the template.

Changes to a template can affect reports that use that template. Review existing reports carefully before changing a live template.

Create a report

To create a report:

  1. Go to Reports → List.

  2. Select Add New.

  3. Choose the required setup details:

    • Site

    • Report date

    • Report template

    • Work package, if required

  4. Add any report filters that apply.

  5. Complete the enabled report sections.

  6. Select Save.

A report may require a work package depending on your company settings.

Edit report details and filters

When creating or editing a report, you can update the main report details.

Available fields may include:

  • Site

  • Report date

  • Report template

  • Work packages

  • Departments

  • Teams

  • Transports

  • Title 1

  • Title 2

  • DPR number

To edit report details:

  1. Open the report.

  2. Review the setup section at the top of the report.

  3. Update the fields you need to change.

  4. Review the report sections below.

  5. Save the report.

Changing filters such as work package, department, team, or transport can affect which data is available for the report.

Add, review, and update report data

Reports can include manually entered data and data selected from existing Shoreline records.

Depending on the section, you may be able to:

  • Add new rows.

  • Add existing activities.

  • Edit section rows.

  • Exclude rows from the report.

  • Delete rows.

  • Bulk edit rows.

  • Copy section data from another report.

  • Upload attachments.

  • Add remarks.

Some sections show available data from the selected site, date, work packages, departments, teams, transports, or other filters.

How live and snapshotted report data works

Reports can show either live data or snapshotted data, depending on the report status.

Draft reports use live data

When a report is in Draft, Shoreline can load current data when the report is opened. This means the report may reflect updates made to related records, such as activities or adverse events, while the report is still editable.

Draft reports can also show messages when new or changed data is available for the report.

Non-draft reports use snapshotted data

When a report leaves Draft status, Shoreline creates a snapshot of the report. This helps keep the report stable for review, approval, download, distribution, and audit purposes.

A snapshot is created when a report is:

  • Sent for approval

  • Approved

  • Rejected

  • Locked

When a report is in a non-draft status, Shoreline shows the saved snapshot rather than automatically rebuilding the report from the latest live data.

Non-draft statuses include:

  • Pending Approval

  • Approved

  • Rejected or Denied

  • Locked

Later changes to the original activities, adverse events, or related records do not automatically change the snapshotted version of the report.

New and changed data in reports

Shoreline does not automatically add new activities, adverse events, or other newly available records to a report just because the report is unlocked or rejected.

Instead, Shoreline shows messages when new or changed data may need review.

You may see messages when:

  • Activities included in the report have changed.

  • Activities included in the report have been removed.

  • New activities are available for one or more report sections.

  • New adverse events are available.

Review these messages before sending, approving, locking, or re-locking a report.

This prevents reports from changing unexpectedly after they have already been reviewed.

What happens when a report is unlocked

Unlocking changes a report back to Draft so it can be edited again.

After a report is unlocked:

  • The report becomes editable.

  • The report version may increase.

  • Approval details may be cleared.

  • The report can show live or refreshed data again.

  • Shoreline can detect new or changed data that may be available.

  • New records are not automatically inserted into the report.

  • The previous snapshotted version remains available through report history where history is available.

Unlocking does not automatically update every part of the report. It returns the report to Draft and lets users review, update, and choose what to include.

What updates after unlocking

After a report is unlocked and opened as a Draft, Shoreline may refresh live or calculated information used by editable report sections.

This can include:

  • Current activity details.

  • Current available activities for the report date and filters.

  • Current available adverse events.

  • Manpower-related calculations.

  • Data based on the report’s selected site, work packages, departments, teams, and transports.

If new data is available, Shoreline shows it for review instead of silently adding it.

What does not update automatically after unlocking

Unlocking does not automatically:

  • Add new activities to the report.

  • Add new adverse events to the report.

  • Overwrite the previous locked, approved, rejected, or pending snapshot.

  • Change historical report versions.

  • Guarantee that manually entered report rows match current live data.

  • Automatically re-send the report for approval.

  • Automatically re-lock the report.

Users must review the unlocked Draft and decide what to add, remove, or edit.

Important exception for calculated sections

Some calculated sections may refresh when the report is opened, even when the report is based on a saved snapshot.

For example, if enabled, Time spent per technician may be calculated from current time-entry data when the report is opened.

Because calculated sections may behave differently from manually entered or snapshotted sections, review the report before sending, approving, locking, or distributing it.

Send a report for approval

To send a report for approval:

  1. Go to Reports → List.

  2. Find the draft report.

  3. Select the send or approval action.

  4. Choose or enter the manager or approver.

  5. Confirm the request.

Before sending a report for approval, Shoreline may check whether report data has changed. If changes are found, you are asked to review the report before continuing.

Approve or reject a report

Approvers can approve or reject reports that are pending approval.

To approve a report:

  1. Go to Reports → List.

  2. Find the report with pending approval status.

  3. Select the approve action.

  4. Review the report.

  5. Approve the report.

Depending on your setup, the approver may be able to upload a custom PDF version.

To reject a report:

  1. Go to Reports → List.

  2. Find the report with pending approval status.

  3. Select the reject action.

  4. Enter the rejection reason.

  5. Confirm the rejection.

A rejected report can be returned for editing. Rejection does not automatically add new live data to the report.

Lock a report

Locking a report finalizes it and helps prevent further changes.

To lock a report:

  1. Go to Reports → List.

  2. Find the draft report.

  3. Select the lock action.

  4. Review any warnings or prompts.

  5. Confirm the lock.

Before locking, Shoreline may check whether the report has changed. If changes are found, you are asked to review the report first.

Locked reports are intended to represent the final version used for download, distribution, and audit purposes.

Unlock a report

Reports can be unlocked if your user role has the required permission.

Unlocking changes the report back to Draft so it can be edited again.

To unlock a report:

  1. Go to Reports → List.

  2. Find the report you want to unlock.

  3. Select the unlock action.

  4. Review the confirmation message.

  5. Confirm that you want to unlock the report.

Only unlock a report when a final or reviewed report needs correction. After unlocking, review the report carefully before sending it for approval or locking it again.

You can only unlock reports when:

  • You are online.

  • The report belongs to your company.

  • The report is not a shared report.

  • You have the required unlock permission.

Report statuses

Reports can move through several statuses.

Status What it means
Draft The report is being created or edited. It can use live or refreshed report data.
Pending Approval The report has been sent for approval and uses a saved snapshot.
Approved The report has been approved and uses a saved snapshot.
Rejected or Denied The report was rejected and may need changes. It uses a saved snapshot until returned to Draft.
Locked The report is finalized and uses a saved snapshot.

Available actions depend on the report status, your permissions, whether the report is shared, and whether you are online.

Download and distribute reports

From the report list, you can download or send reports depending on your permissions and the report status.

Available actions may include:

  • Preview PDF

  • Download PDF

  • Download locked report file

  • Send report by email

  • Download multiple reports

  • Create consolidated PDF or Excel files

Downloads and email actions are not available offline.

Create consolidated reports

You can combine multiple reports into a consolidated export.

To create a consolidated report:

  1. Go to Reports → List.

  2. Select the reports you want to include.

  3. Select Download Multiple.

  4. Choose the file type:

    • PDF

    • Excel

  5. Choose the available sections to include.

  6. For Excel, choose whether to use a single-sheet or multi-sheet format if available.

  7. Generate and download the file.

Consolidated report availability depends on the selected reports and your permissions.

Current selection limits:

Export type Maximum selected reports
PDF 60 reports
Excel 600 reports

If the download option is disabled, reduce the number of selected reports.

Copy a report

Use copy when you want to create a similar report for another date.

To copy a report:

  1. Go to Reports → List.

  2. Find the report you want to copy.

  3. Select the copy action.

  4. Choose the target date.

  5. Confirm the copy.

Copying is only available when you are online and have permission to create reports.

View report history

Report history lets you review previous versions of a report.

To view report history:

  1. Go to Reports → List.

  2. Find the report.

  3. Select the history action.

  4. Review previous versions.

History may not be available if the report is still on its first draft version. History is also unavailable for shared reports and while offline.

Customize the report list

The report list includes configurable columns.

Available columns may include:

  • File name

  • DPR number

  • Date

  • Version

  • Created by

  • Manager

  • Status

  • Site

  • Template

  • Departments

  • Teams

  • Transports

  • Work packages

  • Title 1

  • Title 2

To customize the report list:

  1. Go to Reports → List.

  2. Select the column settings icon.

  3. Choose the columns you want to show.

  4. Save your selection.

You can also filter the report list by fields such as:

  • Site

  • Work package

  • Report template

  • Report status

  • Date

Permissions and access

Your available actions depend on your permissions.

Common report permissions include:

  • Access reports

  • Read reports

  • Create reports

  • Update reports

  • Delete reports

  • Import reports

  • Manage reports

  • Lock reports

  • Unlock reports

  • Read report settings

  • Create report settings

  • Update report settings

  • Delete report settings

Administrators can manage these permissions from the permissions area when the Reporting feature is enabled.

Shared reports

Some reports may be shared from another company or through a company alliance workflow.

Shared reports have more limited actions. For example, they may not be editable, unlockable, deletable, or available for history in the same way as reports created by your own company.

Offline limitations

Most report actions require an internet connection.

When offline, you may not be able to:

  • Create reports.

  • Edit reports.

  • Lock reports.

  • Unlock reports.

  • Send reports for approval.

  • Approve or reject reports.

  • Download reports.

  • Send reports by email.

  • View report history.

  • Delete reports.

  • Copy reports.

If an action is disabled, check whether you are offline.

Best practices

Template setup

  • Enable only the sections your team needs.

  • Use clear section and field names.

  • Create separate templates for different reporting needs.

  • Test template changes before using them in live reporting workflows.

Report creation

  • Create reports regularly so information stays accurate.

  • Review available new data before sending a report for approval.

  • Use filters carefully, especially work package, team, department, and transport filters.

  • Save changes before closing the report.

Approvals and locking

  • Review reports before approving or locking them.

  • Reject with a clear reason when changes are needed.

  • Lock reports only when they are final.

  • Unlock reports only when a final report needs correction.

  • Review unlocked reports before re-submitting or re-locking them.

Distribution

  • Keep email distribution lists up to date.

  • Use clear distribution group names.

  • Confirm whether recipients should receive draft, approved, or locked versions.

Limitations

  • Available sections depend on company configuration, feature flags, template settings, and permissions.

  • Some sections are manually entered and are not automatically calculated.

  • Some sections use live or calculated data when a draft report is opened.

  • Non-draft reports use a saved snapshot, but some calculated sections may still refresh when opened.

  • Unlocking a report does not automatically add new records.

  • Shared reports may have limited actions.

  • Most report actions require an internet connection.

  • Consolidated PDF downloads are limited to 60 selected reports.

  • Consolidated Excel downloads are limited to 600 selected reports.

Troubleshooting

A section is missing from my report

Check the following:

  • The section is enabled in the selected template.

  • The required feature is enabled for your company.

  • You selected the correct report template.

  • You have access to the relevant site or work package data.

The report is showing less data than expected

Check the report filters:

  • Site

  • Date

  • Work package

  • Department

  • Team

  • Transport

Also confirm that you have access to the relevant work packages.

I unlocked a report but new data was not added automatically

This is expected. Unlocking a report makes it editable again, but it does not automatically add new activities, adverse events, or other newly available records.

Open the report and review any messages about new or changed data. Then choose what to add or update.

I unlocked a report and some calculated data changed

Some calculated sections may refresh when the report is opened. Review the report before sending, approving, locking, or distributing it again.

I opened a locked or approved report and it did not show the latest activity changes

This is expected. Locked, approved, rejected, and pending reports use a saved snapshot. To edit the report using current data, unlock it if you have permission.

I cannot send a report for approval

Check the following:

  • You are online.

  • The report is still editable.

  • You have permission to update or send reports.

  • The selected manager or approver is valid.

  • Shoreline is not asking you to review changed report data first.

I cannot lock a report

Check the following:

  • You are online.

  • You have the Lock Reports permission.

  • The report is not shared from another company.

  • Shoreline is not asking you to review changed report data first.

I cannot unlock a report

Check the following:

  • You are online.

  • You have the Unlock Reports permission.

  • The report belongs to your company.

  • The report is not a shared report.

I cannot download a consolidated PDF

If you selected more than 60 reports, reduce the selection and try again.

I cannot download a consolidated Excel file

If you selected more than 600 reports, reduce the selection and try again.

I cannot see report history

History may be unavailable if:

  • You are offline.

  • The report is still on its first draft version.

  • The report is shared from another company.

The report list does not show the field I need

Open the column settings in the report list and add the column. Available columns depend on your company setup and permissions.