Web App
Reports Overview
Paper inspection forms are the backbone of construction compliance — but they are slow, inconsistent, and hard to track. Forms get lost in ute trays, handwriting is illegible, and there is no reliable audit trail. Digital reports in Pasco Cloud replace paper with structured, searchable, auditable digital records that your whole team can access from anywhere.
![[Screenshot: Reports list page showing reports with different statuses — draft, under review, approved — with document numbers, template avatars, and flag indicators]](/images/placeholder.png)
What Is a Report?
A report is a completed instance of a template. You select a template, fill in the fields, attach photos, capture signatures, and submit. Think of it this way:
- A template is the blank form — the structure, questions, and layout.
- A report is the filled-in form — the answers, photos, signatures, and data.
One template generates many reports. A single site inspection template might produce hundreds of reports across your projects over time.
When you create a report, Pasco Cloud takes a snapshot of the template at that point in time. Even if the template is later updated or superseded, your report always renders correctly using the version it was created from.
Report Lifecycle
Every report moves through a defined lifecycle. The exact path depends on whether the template has an approval workflow configured.
Without an Approval Workflow
- Draft — you are still filling in the form. Drafts are auto-saved and you can return to them at any time.
- Submitted — you have completed and submitted the report. It is now a permanent record.
With an Approval Workflow
- Draft — you are filling in the form.
- Under Review — you have submitted the report and it is waiting for approval. Approvers are notified automatically.
- Approved — all approval steps have been completed. The report is signed off.
- Rejected — an approver has rejected the report. You can edit and resubmit it, which resets all approval steps for a fresh review.
ℹ️ Did you know?
Understanding report statuses: A draft is your work in progress — only you can see it. Under review means the report is waiting for someone to approve or reject it. Approved means all sign-off steps are complete. Rejected means you need to make changes and resubmit. Reports without a workflow go straight from draft to submitted.
Key Features
Reports in Pasco Cloud go well beyond simple form filling:
- Dynamic form rendering — the report builder mirrors the template structure with multi-page navigation, repeatable sections, and conditional logic that shows or hides fields based on your answers.
- 14 field types — text, numbers, dates, checkboxes, multiple choice, sliders, dropdowns, media uploads, signatures, GPS coordinates, and more. See Fields & Sections for the full list.
- File attachments and photo capture — upload files, take photos from your device camera, and annotate images with arrows, text, and highlights. See Files, Signatures & Images.
- Signature capture — collect freehand digital signatures directly in the report.
- Approval workflows — multi-step sequential sign-off with role-based approvers. See Approval Workflows.
- PDF generation — every report produces a professional PDF document with headers, footers, section numbering, and your template branding. See Report PDFs.
- Document numbering — automatic sequential numbering scoped to your organisation or project. See Document Numbering.
- Flagged responses — fields configured with flag logic are summarised on the report, making it easy to spot items that need attention.
- Linked issues — fields can be configured to raise issues automatically when flagged, creating a direct link between the report and the issue tracker.
Reports vs Templates
This distinction is important because the two work together but serve different purposes:
| Template | Report | |
|---|---|---|
| What it is | The blank form design | The filled-in form |
| Who creates it | Template designers and admins | Anyone with access to the template |
| How many | One template | Many reports from one template |
| Editable | Yes, through the template builder | Yes, while in draft status |
| Versioned | Yes — superseded when a new revision is published | No — locked to the template snapshot at creation |
| Output | Defines the structure | Produces a PDF document |
Working with Reports
The typical workflow for reports looks like this:
- Create — select a template and set the project/organisation context. See Creating & Submitting Reports.
- Fill in — complete the form using the report builder, adding responses, photos, and signatures.
- Preview — check your work using the form preview or PDF preview.
- Submit — submit the report. If there is an approval workflow, it enters review. Otherwise, it is submitted directly.
- Review — approvers review and approve or reject the report. See Approval Workflows.
- Download — download the final PDF for your records or to share with stakeholders. See Report PDFs.
Mobile Support
Reports are fully supported on the Pasco Cloud mobile app. You can create reports, fill in all field types, capture photos with your device camera, record GPS coordinates, collect signatures, and submit — all from your phone on-site. Data syncs in real time with the web app.
💡 Tip
For the best on-site workflow, set up your templates on the web app and complete reports on mobile. The mobile app is purpose-built for field work — camera access, GPS capture, and touch-friendly signature input make it ideal for inspections.
What's Next?
- Ready to create a report? Follow the Tutorial: Completing Your First Report for a hands-on walkthrough.
- Want to understand the form-filling experience? Read Creating & Submitting Reports.
- Need approval sign-off? Learn about Approval Workflows.
- Looking for the template side? Start with the Templates Overview.