Who is this article for?

Users looking to generate reports from a template.

Create Reports permissions are required.

Once a report template has been built in the Report Designer and set to Active, any authorised user can generate a finished document from it - populated with live data from the relevant Ideagen Audit and Risk Management record.

Preparing to generate a report

Before you start, make sure that:

• At least one report template is be Active in the platform.
  If no templates are available when you follow the steps below, contact your platform administrator or report template author.
• The record you want to report on (for example, an Audit) must already exist in the platform
• You need permission to generate reports from the relevant record type. If you do not see a Reports tab on the record, contact your administrator.

Generating the report

To generate a report from a template:

1. Go to the record you want to report on.
   For example, select Audit in the main menu.
2. Open the relevant audit record.
3. Click the Reports tab to see previously generated reports (visible only to you and admins).
4. Click Create to start a new report.
5. Select an active template compatible with the record type.
6. Fill in the report details:
   • Title – a name for the report, pre-filled with the record title and timestamp (editable).
   • Type – choose DOCX (default) for editable reports or PDF for finalised documents.
7. Click Save to begin generation.

The report is generated in the background. A notification appears when ready, and you’ll get an in-app alert if you leave the page.

Downloading the report

To download your generated report:

1. Return to the Reports tab on the record.
   The generated report appears in the list, with a Template column showing which template produced it.
2. Open the Actions (⋮) menu on the report row.
3. Choose Download.
   For Word (DOCX) reports the same menu also offers Open, which opens the file in Office Online without downloading it.

Promoting a report to an Audit Report

If the record is an Audit, you can promote a generated report to an official Audit Report with its own status lifecycle.

To promote a report:

1. Open the Actions (⋮) menu on the report row.
2. Choose Promote to Audit Report.
3. Confirm with Promote.

This creates a copy as an official Audit Report - the original stays in your Reports tab. Be aware that the promoted copy is visible to everyone with access to the audit, so check the content is appropriate to share before promoting.

Note

Generated reports reflect the state of the record's data at the time of generation. If the underlying data changes after you generate a report, generate a new report from the same template to get an up-to-date document. Reports on the Reports tab are visible only to the user who created them and to administrators.