Daily reports (regular reporting log, daily logs)

Overview

The Daily reports module is used for regularly recording data that employees or managers fill in every day or as needed. In the module settings, the company defines for itself which types of reports are to be filled in and which fields each type should contain – from simple text through numbers and dates to a checkbox. The module also monitors whether users fill in reports regularly, and anyone who has not filled in any report for a long time receives an automatic notification.

Key features

• Entering daily reports according to custom types and fields defined by the company
• Overview and filtering of reports by employee, report type and period
• Automatic notifications for users who have not filled in a report for a long time
• Sending a summary of the completed report by email to selected recipients
• Graduated access rights based on whose reports a user is allowed to fill in and read
• A recycle bin for deleted reports with the option to restore them

Access and settings

This chapter describes where to find the Daily reports module in the application, how the company defines report types, their custom fields and automatic notifications for unfilled reports in the module settings, and which levels of access rights the module distinguishes between individual users.

How to access the Daily reports module

You will find the Daily reports module in the application's main menu under the item of the same name, Daily reports. If the logged-in user has the right to manage the module settings, a Settings link is also displayed directly on the main screen next to the heading, leading straight to the module configuration.

Daily reports module settings

Settings: The configuration of the Daily reports module is available via Settings → Daily reports and is divided into three tabs – general settings, user access rights and daily report types. It can only be changed by a user with application administrator rights or with an explicitly assigned right to manage this module.

General settings of the Daily reports module

The General settings tab in the Daily reports module settings determines how strictly regular completion is monitored and who receives the summary after a report is saved.

Daily report types (settings)

Procedure: The Daily report types tab in the Daily reports module settings determines what kinds of reports users can fill in and what fields each type contains. Without at least one type created, no daily report can be entered.

1. Click the Add Type button, or the pencil icon next to an existing type in the list.
2. Fill in the required Name field (1 to 100 characters).
3. Check Active if the type should be offered to users for filling in right away – an inactive type remains visible only in the settings, but reports already entered under it remain in the overview.
4. Click Save.
5. Use the Edit fields button next to a type row to open the definition of the individual report fields – you can define up to 41 custom fields, each with its own name, type (Yes/No, whole number, decimal number, date, single-line or multi-line text) and optionally the "Sum" function, which adds up the field's values in the table footer on the main screen.
6. Use the Select users button next to a type row to specify which users may use this type, or check the "All – Users added in the future as well" option.
7. A type can be deleted using the trash icon in the row, after confirming the prompt.

User access rights (settings)

Procedure: The Access rights tab in the Daily reports module settings sets, for each user, what level of access to daily reports they have.

1. In the user table, click the toggle in the corresponding level column next to a specific name – it is saved immediately, without further confirmation.
2. For the "Write and read your own and selected employees" level, you can additionally use the Select users for reading and Select users for writing buttons to specify particular colleagues (or check "All – Users added in the future as well"). These buttons work for anyone with at least some access to the module, regardless of the level currently set for them.

Permissions and access rights to the Daily reports module

Permissions: The access level is set for each user in the Daily reports module settings and determines whose reports they may fill in, read, delete and restore.

User interface

This chapter describes the layout of the Daily reports module's main screen, the available filters for searching reports by employee, report type and period, and the structure of the table of entered reports, including the actions available for individual records.

Main screen of the Daily reports module

At the top of the Daily reports module's main screen is the heading, and below it a box labeled "Daily reports" with a pencil icon. The first time you enter the module after logging in, only this box is visible; clicking it expands the filter card and the report table below it, and they remain expanded on subsequent visits to the module during the same login session. Above the table are the Enter report button for entering a new report and the Deleted button for opening the recycle bin of deleted reports.

Filters and search in the Daily reports module

The Filter card on the Daily reports module's main screen is not shown when printing, and offers the following options:

• Employee: the "All" option or a specific colleague with access to the module. The field is shown only to users with a higher than the lowest permission level – anyone with the lowest level sees only their own reports directly.
• Report type: offers the daily report types available to the logged-in user; if only one type is available, it is filled in automatically.
• Date: three drop-down lists, Year (the "All" option and the last 9 years), Month (the "All" option and 1–12) and Day (the "All" option and 1–31).
• Include fields filled in the report: a checkbox that, when a specific report type is selected, adds columns with that type's custom fields to the table.

Tip: The filter is applied only after clicking the Show reports button, which reloads the report table according to the settings you have chosen.

Daily reports table and record actions

The report table in the Daily reports module has the columns Date, Employee, Report type, Filled in (date saved) and, optionally, columns for the custom fields of the selected type. The table footer has a "Total" row with the sum of the values for fields for which the "Sum" function is enabled in the type settings. Depending on the permissions for a given record, the following actions are shown next to a report row:

• the eye icon View detail – opens the form in read-only mode
• the pencil icon Edit – only for your own report, for a report of a person the user has the right to enter reports for, or at the highest permission level
• the trash icon Delete record – only at the "Write, read, delete and restore all" level

Basic operations

This chapter describes step by step how to enter a new daily report in the Daily reports module, how to edit it, how to view its read-only detail, how to delete it, and how to restore a deleted report from the recycle bin back among the active records.

Procedure: Entering a new daily report

1. In the Daily reports module, click the Enter report button (inactive if you have no access to the module).
2. Select the Report type. If you have no available type, a warning is displayed and the form cannot be saved. Changing the type immediately reopens the form with fields according to the newly selected type.
3. Select Worked by – the person the report is being entered for. A regular user sees only themselves; with higher permissions, also selected colleagues or all employees.
4. Enter or confirm the Date – it is pre-filled with today's date; if the module settings limit the number of days back, the calendar will not allow selecting an older date.
5. Fill in the custom fields according to the selected type (text, number, date or checkbox).
6. Click Save.

After saving, a new record is created with the current fill-in date. If the recipient list "After completion, send by email to" is filled in in the module settings, they are sent an email with a summary of the report.

Guide: Editing a daily report

1. In the Daily reports module, click the pencil icon next to the row of the report you want to edit.
2. The form is pre-filled with the data of the existing report.
3. Adjust the values you need and click Save.

Note: Saving the form in the Daily reports module always creates a new record with the current fill-in date – the original record remains unchanged in the overview. After an "edit", the table may therefore show two records for the same day and the same employee.

Viewing the detail of a daily report

In the Daily reports module, click the eye icon next to a report row, or directly on the date in the first column of the table. The same form opens as when entering a report, but all fields are read-only and the Save button is not shown.

Deleting a daily report

Deleting a daily report in the Daily reports module is available only to a user with the "Write, read, delete and restore all" permission level.

1. Click the trash icon next to the report row.
2. Confirm the "Delete?" prompt with the Yes button (or cancel with the No button).
3. The report disappears from the regular overview and moves to the "Deleted" recycle bin.

Restoring a deleted daily report from the recycle bin

Restoring a deleted report in the Daily reports module is available only to a user with the "Write, read, delete and restore all" permission level.

1. Click the Deleted button above the report table.
2. In the list of deleted reports (columns Date, Employee, Deleted by, Deleted on, Actions), click the restore icon next to the row.
3. Confirm the "Restore?" prompt with the Yes button.
4. The report returns to the active records in the regular overview.

Advanced features

This chapter describes exporting the displayed reports to Excel and printing the overview from the Daily reports module, as well as the automatic check that itself notifies, by email or SMS, users who have not filled in a report within the configured number of days.

Exporting to Excel and printing reports

Above the report table in the Daily reports module, in addition to the option for the number of rows per page, search and pagination, there are also buttons for exporting the displayed reports to Excel and for printing the current overview. The filter card is not shown when printing, so only the table itself is printed.

Automatic check and notification for unfilled reports

Every working day (excluding weekends and company holidays), at the time set in the general settings, the Daily reports module automatically checks whether every user with access to the module has filled in at least one daily report within the configured number of past days. If not, and the user is not on the "Excluded users" list, they receive a notification by email or SMS according to the configured channel – the check runs automatically, without any action from the user or administrator. After every daily report is saved (both entering and "editing"), an email with a summary of the filled-in values is also sent to the users set in "After completion, send by email to"; if no one is set there, the email is not sent to anyone.

Troubleshooting

This chapter summarizes frequently asked questions from users of the Daily reports module, explanations of the most common messages and saving behavior, and tips for faster and clearer everyday work with entering and reviewing daily reports.

Frequently asked questions about the Daily reports module

Question: Why can't I save a new report in the Daily reports module, and a message about a missing report type is displayed?

Solution: No active daily report type is available for your user. Ask the module administrator to create a report type in the settings and allow you to use it.

Question: Why do I see two records for the same day in the overview after editing a report?

Solution: In the Daily reports module, saving an edited report always creates a new record with the current fill-in date; the original record remains unchanged in the table. This is expected behavior of the module, not a bug.

Question: Why can't I select an older date than I want in the calendar?

Solution: The company has enabled the "Max. number of days back that can be filled in" restriction in the Daily reports module settings, and an information text showing the number of allowed days is displayed below the date field.

Tips for working efficiently with the Daily reports module

• Tip: If you always fill in reports of the same type, set it as the only available one – the form will then pre-fill it for you automatically.
• Tip: Check "Include fields filled in the report" in the filter, and you will see the totals for fields with the "Sum" function directly in the table footer.
• Tip: Before you "edit" a report, check with the administrator whether it is fine that the original record remains in the overview – for sensitive report types this can be confusing.