Creating & Submitting Reports

Creating a report in Pasco Cloud starts with selecting a template and ends with a professional, numbered document. In between, you fill in a multi-page form with text, photos, signatures, and more — with auto-save protecting your work every step of the way.

Creating a Report

To create a new report:

1. Navigate to Reports in the sidebar.
2. Click Create Report to open the creation wizard.
3. Select a template — templates are displayed as a card grid showing the template name, avatar, type badge, and document number prefix. Only templates you have access to are shown.
4. Set the context — choose the project and organisation for this report.

Context and Scope

The project and organisation fields depend on the template's scope:

• Organisation-scoped templates — the organisation is locked to the template's organisation. You choose the project.
• Project-scoped templates — both organisation and project are locked.
• Public or user-scoped templates — you choose both freely.

When you select a project, the organisation defaults to your membership's organisation on that project. This is usually correct, but you can change it if needed.

ℹ️ Did you know?

Templates that you do not have permission to create reports from are not shown in the selection grid. If you cannot find a template, check that it has been shared with you or your group. See Sharing & Visibility.

The Report Builder

Once you create a report, you are taken to the report builder — a dedicated full-screen form editor that mirrors the template structure.

Page Navigation

Reports can have multiple pages (defined by the template). You can navigate between pages using:

• Page tabs at the top — click any tab to jump directly to that page.
• Previous / Next buttons at the bottom — step through pages sequentially.

The last page shows a Submit button instead of Next, making the submission the natural endpoint of the form.

Filling In Fields

The builder supports all 14 field types. Each field renders as an appropriate input control:

• Text fields — single-line or multi-line text input
• Number fields — numeric input with optional units
• Date and time — date picker, time picker, or combined date-time
• Checkbox — yes/no toggle
• Multiple choice — select one or more options from a list
• Dropdown — select from a dropdown menu
• Slider — drag a slider between minimum and maximum values
• Media — upload photos or files, with optional annotation
• Signature — freehand signature capture
• GPS / Location — capture coordinates with map preview
• Site — select from a predefined list of project sites
• Person — select a user from the project team
• Document number — reference another document by number
• Instruction — read-only text displayed to the person filling in the report

For detailed information on each field type, see Fields & Sections.

Repeatable Sections

Some sections are configured as repeatable — you can add multiple rows of the same set of fields. This is useful for things like inspection checklists where the number of items varies.

• Click Add Row to add a new set of fields.
• Click the remove button on a row to delete it.
• Each row is numbered automatically.

Conditional Logic

Templates can define conditional logic rules — fields that appear or hide based on your answers to other fields. For example, selecting "Fail" on an inspection item might reveal a "Corrective Action" text field.

You do not need to do anything special for this to work. The builder evaluates conditions automatically as you fill in the form.

Field Response Images

Most field types support adding photos alongside your response. If the template designer has enabled images on a field, you will see an upload area below the field input. This is useful for providing photographic evidence to support your answer — for example, attaching a photo of a defect next to a "Fail" checkbox.

See Files, Signatures & Images for more on photo capture and annotation.

Auto-Save

The report builder auto-saves your work automatically. You do not need to manually save.

• How it works — changes are saved to the server every 30 seconds when modifications are detected. A snapshot comparison ensures only actual changes trigger a save.
• Save indicator — the builder header shows the save status (saving, saved, or error). You can also click "Save now" to trigger an immediate save.
• Draft restoration — if you close the browser and return later, your draft is waiting for you exactly where you left off.

💡 Tip

Auto-save means you never lose work. If your browser crashes, your internet drops, or you accidentally close the tab, your progress is safe. Just navigate back to the report and pick up where you left off.

Previewing Before Submission

Before submitting, you can preview your report in two ways:

• Form preview — see your responses laid out in a clean, read-only view on the report detail page.
• PDF preview — see an HTML approximation of what the final PDF will look like, complete with headers, footers, section numbering, and page breaks. The builder saves your work before navigating to the preview, so you always see the latest version.

The preview is available from both the report detail page and the builder toolbar.

Submitting a Report

When you have completed all pages, the Submit button appears on the last page of the builder.

What happens on submit depends on the template configuration:

• No approval workflow — the report status changes to submitted immediately. It becomes a permanent record.
• With approval workflow — the report status changes to under review. The first approver in the workflow is notified automatically. See Approval Workflows for details.

⚠️ Watch out!

Required fields must be completed before you can submit. If any required field is empty, the submit button will be disabled and you will see validation messages indicating which fields need attention. Check each page for any missing responses.

Editing a Draft

You can return to any draft report to continue working:

1. Navigate to Reports in the sidebar.
2. Find your draft in the list (drafts show a "Draft" status badge).
3. Click the report to open the detail page.
4. Click Edit to return to the builder.

Once a report is submitted, it can no longer be edited — unless it is rejected through an approval workflow, in which case it returns to draft status for revision.

Report Title and Metadata

When you create a report, it gets a default title based on the template name. You can change the title directly in the builder header — click the title text to edit it inline.

Each report also receives an automatic document number (for example, INS-003) based on its template type. This number is permanent and cannot be changed.

🚀 Let's go!

Quick walkthrough — creating a report:

1. Go to Reports → Create Report.
2. Pick a template from the card grid.
3. Set the project and organisation.
4. Fill in each page of the form.
5. Check the preview to make sure everything looks right.
6. Click Submit on the last page.

For a detailed step-by-step tutorial, see Tutorial: Completing Your First Report.

What's Next?

• Need approval sign-off? Learn about Approval Workflows.
• Want professional PDF output? See Report PDFs.
• Working with photos and signatures? Read Files, Signatures & Images.
• First time? Follow the Tutorial: Completing Your First Report.