Reports and Exports
There are several types of reports that BlueRithm can create for you. This article will cover the configuration options, and the different report types. Reports are run on a per-project basis.
There are two reporting tools in BlueRithm:
- Report Builder is for building any size (small to very large) progress and final reports (.pdf files) as complete, bookmarked files.
- Excel Exports has options for simple exports of specific project information (.xlsx files).
Ways to Run Exports
You can run report exports a number of ways.
From the Equipment, Work, and Issues page of a project. This is a way to run quick exports without the overhead of the full Report Builder, or an export for a single equipment.
From the Details page of a work item or issue. This is a way to run an export for a single work item or issue.
Report Builder is a tool that can build large, complex, and comprehensive reports in .pdf format. You can include all or selected information about your projects, including images, file attachments, issues, notes, work of all categories, as well as your own .pdf files that you’d like to include as pages in the final .pdf file.
The Report Builder is not optimized for very small screens (most mobile phones), but it does work with most tablets and touch screen devices.
Setting Up a Report Builder Configuration
Start by going to the Reports page of a project.
On the next view, you will have a list of any Report Builder Configurations that you’ve previously made.
To start a new report, click ‘Start a New Report’ from the Options menu.
You can also import saved Report Builder Configurations from a template project with the Add from Template option.
You will then be taken to the page where you can build your report configuration. There is an Options menu, the area where the report sections will be listed, a drag-and-drop area for importing files, and a preview area.
To start building your report, you will add a new section from the Options menu. There are several types of sections you can add.
Next, a window will open that will allow you to choose the type and options for the new section.
The General section type can include everything or very specific items in your project, including links for attachments to items in your project like Word documents, spreadsheets, etc. It can include all work items of any category, issues, systems & subitems, any notes on any items, and images that are associated with any item.
By using the selection options, you can configure what you want to be included in the report, whether it’s just work from a single category and status, or the entire project. You can select the main types of items you want to include in the section with the Include options.
There are two versions of the issue log: Standard and condensed.
The standard version is used by default. To use the condensed version, select the 'Condensed' option:
The Issue Summary is a short, concise overview of the state of issues on the project. It includes charts, tables, and other summarized information about issues.
The Work Summary is a short, concise overview of the state of work on the project. It includes charts, tables, and other summarized information about work.
The Work Matrix shows all (or filtered) equipment & systems and their respective progress towards the categories of work on the project.
Table of Contents
A Table of Contents section will include a reference to all of the sections you add to the report, and will be created on the at the time the report configuration is exported to .pdf.
A Text section replaces what you would normally do in a text editor like Microsoft Word.
Importing Your Own .pdf Files
You can drag and drop or select your own .pdf files to include as main sections in the report. Some examples could be a custom title page that you designed, an executive summary for your report and project, or any other custom collateral that you’d like to include.
To import files as sections, drag them onto the file area beneath the list of sections.
You can preview any section in the report before exporting it by clicking on the menu button for any section.
You can edit the options for each section with this option.
You can change the order and hierarchy of the sections by dragging them to their new spot. The order and hierarchy they’re shown in the Report Builder will be the order and hierarchy the bookmarks are shown in the final .pdf file.
Export the .pdf File
Finally, when the report is set up satisfactorily, it can be exported to a .pdf file by clicking ‘Export to a .PDF File’ from the Options menu.
For very large reports containing 1000’s of items and many images, it may take some time for the report to finish. Select the ‘Email Me When the Report is Ready’ box to receive an email and link to the report when it’s ready.
Export as .zip Archive
You can export the report as a fully offline version using this option. This option will cause the report builder to download all files for the selected items in the report into a folder structure within the .zip file, and the hyperlinks within the .pdf report will reference these files. For the links to work, the main folder within the .zip file must be extracted and then remain in the same folder structure.
Normally this option is not required and is used when long term external retention requirements are necessary, or it is being used as a backup. As long as the project remains in your BlueRithm account, the live links the report builder normally builds will direct to the file location on the BlueRithm servers.
Report File Location
Once complete, the report file will be listed in the Report Exports folder on the Files page of the project.
There are presently two types of Excel reports to select from: Work Matrix and Issue Log.
Work Matrix Report
The Work Matrix Report is a matrix / table layout that includes a way to quickly view the status of all work on an entire project. It is especially useful when the same work item(s) are repeated on many different systems or subitems.
The Issue Log is a traditional spreadsheet-based representation of the issues on a project. It will include all issues on the selected project.