Generating distribution list, editing, copy, signing, locking/unlocking and downloading your DPR

In this article, you will learn all about how to generate, edit and download your daily progress report (DPR). In order to be able to do this, you will need to have a completed report. If you have not created a DPR yet, please go back and do so; here you will learn how about how to create your DPR. 

TABLE OF CONTENTS

• Creating a distribution list for DPRs
• Distributing DPRs to a distribution list(s)
• Copy a DPR
• Ability to copy data section by section inside a report
• Download or view a report
• Edit a DPR 
• Locking and unlocking DPRs
• Delete a DPR
• View historical version of the DPR

To do any of the above actions you will first need to follow the below steps:

1. Go to  Reports on the menu bar. To create/edit a DPR click on the 'Progress reports' tab in the sub-menu. You will see a list of all your reports on this screen

4. On the right-hand side, next to the status, you will see the Actions column 

Creating a distribution list for DPRs

1. When in ' Reports', click on Report templates in the sub-menu.

2. You are only able to create a distribution list on already existing DPRs. Click on the pencil icon (edit) next to the template you want to create the distribution list.

3. Click on  'Approval & distribution' in the tab option on the top

4. To create a new distribution list, click ' Create a distribution list'

5. Give the distribution list a name, then click the save icon (diskette)

6. You can now add recipient(s) by clicking on +Add recipient

7. Add the email to the person who is to receive the DPR and click the save icon (diskette)

8. Add more recipients if needed

9. Click Save to save the distribution list

Distributing DPRs to a distribution list(s)

1. Click on the Mail icon

2. Click Select distribution list and select the distribution list you want to send the report to

 a. You may also add extra recipients, who are not in the distribution list if required. Click the + icon to add the mail to the recipient list (NOTE: the new mail added is not added to the distribution list, only the selected report

3. Click Send as e-mail to distribute the DPR

Send for approval

When a report has been sent for approval, the report cannot be changed unless the approver denies the report. If a report is signed by the approver, the report cannot be changed, even if you change the associated activity.

1. Click on the Send for approval icon 

2. The system will then confirm your action and ask you to enter the email address of the approver/recipient

If the given user does not have permission to approve a report, the following message appears and you are asked to select another user to send approval.

If you enter an email address that is not recognised as internal, the following window will appear asking you to confirm the sending of the report. In addition, it gives you the option to also send a copy of the associated activities and adverse events. 

3. Click 'Send' and the status will change to pending. You will no longer be able to 'edit' the DPR, but you can click on the Version history and see the historical versions of the DPR.

4. Once sent the approving recipient will receive a notification

5. They will then have the option to approve or deny. Click on the green 'thumbs up' icon to approve or the red 'thumbs down' icon to deny

• Click approve and a 'Confirm report approval' box appears. Click Approve.

  
  

• The original reporter will see the updated status 'Signed'

  

• If the approver denies, they will click the red 'cross' icon and a 'Confirm report rejection' box appears where they will add a rejection explanation. Approver clicks send rejection.

  

• The original reporter will then receive a notification, and the status will show 'Denied' 

They will then have to edit the report, save and send for signing again.

Copy a DPR

This is a great function if you need to generate the same report but with a different date.

NOTE: The following items are not copied:

• Adverse events
• Adverse weather events
• EHS events

1. a. Click on the 'copy a DPR' icon

A warning will appear, notifying you that changes to the data found in the report will be reflected on the new report

    b. Once confirmed, select the new date for this DPR 

c. Click on copy

Ability to copy data section by section inside a report

This function is used to generate the same report but with different data. With this feature, you will have the ability to pull in data, section by section, from a previously generated DPR, which will save significant time.

a. Go to ‘Progress reports’ > Click on ‘Generate a new report’

b. Select report parameters Date, Report template, Site, and any other additional filters for the report

c. Navigate to any of the Activity, Adverse Event/Weater, or EHS sections and select ‘Copy from report’

d. Choose the date of the desired report

e. Select report from the populated list

f. Observe that all activities from that selected report are in the report you are currently editing

Download or view a report

Click on Download, which will give you the options of Preview, download PDF and download XSLX (Excel).

To view a report in it's current state, click on the Eye icon, which will open the report in view-only mode:

Edit a DPR 

Click on the 'edit' icon, this will open the DPR (report).

Here you can make all necessary changes, and remember to click on 'save' when done.

Bulk edit in a DPR: This function can be used to edit many objects at one time while creating a DPR. It can be used when a large amount of data has been copied in from a previously generated DPR and that data now needs to be updated to reflect the current DPR.

Here's an example:

1. Click on ‘Generate a new report’ OR edit an existing report

2. Select report parameters Date, Report template, Site, and any other additional filters for the report

3. In your desired working section, select the tick box at the top row to choose all items in the list

4. Once desired objects are selected, choose one of the options at the bottom of the table to make changes (see Activity bulk edit screenshot below left). Next to each action, you can find a number that indicates how many have you selected in total.

• Delete (2) will delete objects from the system completely
• Exclude (2) will remove these items from the DPR but keep them in the system
• Edit (2) will allow you to edit the start/end date, status, and type (bulk edit screenshot below right)

Locking and unlocking DPRs

Reports can be locked and/or unlocked manually with the correct permissions.

Delete a DPR

If you have the right permissions you will be able to delete a DPR by clicking on the 'delete' icon.

The system will ask you to confirm this action before deleting the report. 

Please note: when deleting the DPR, you only delete the report itself, and not the activities, as they are still found in the Activities tab found under the Work orders menu

View historical version of the DPR

When a DPR has been sent for approval (status Pending), signed, rejected or approved, you can always see the versions of the DPR by clicking on the 'Version history' button.

Once here, you will be able to see all the report versions which were created.

You can view the version created by clicking on the 'eye' icon - this will open a PDF viewer inside the tool, and you will have to click the X in the top right corner to close the PDF viewer and get back to the report history.

Or you can download the report version, either as a PDF, or as an XSLS (Excel) file.