Build the report for a checklist

The report is the document the technician generates at the end of the work order and hands to the client. Each report belongs to a checklist: it builds the pages from that checklist’s answers, the work order data and your organization’s details. A checklist can have more than one report. When generating, the technician picks which one.

1. Where the reports live

Two paths lead to the same place:

On the Checklists page, the Reports column of each row.
In the checklist editor, the Reports tab.

The tab lists each report with its number of sections and who created it. The reports that came along with a checklist from the template catalog show as created by System. A checklist you save for the first time gets an example report named Relatório — followed by the checklist name, with one section per field type. It works as it is. Edit it or create another.

If the checklist has not been saved yet, the tab shows Save the template to manage reports.

A report that stopped printing some checklist field shows the notice 3 checklist fields not in this report, with the link See which fields and sync with the checklist. The section Keep the report in step with the checklist explains what to do.

2. Create a report

On the Reports tab, click + New report. The editor opens empty and offers two ways out:

Describe and generate: describe how the report should look (sections, key data, photos) and the AI builds the blocks using the checklist fields. The screen says Report created with AI. Review and adjust before using.
Start from scratch: you add the blocks one by one.

Give it a Template name. It is the name the technician sees when choosing the report.

3. Build the blocks

A report is a sequence of blocks. Click Add block and choose the format:

Block	What it shows
Cabeçalho com sua marca	Logo, name and contact of the organization. Built on its own from the Organization page data.
Grade de informações	Label and value pairs in columns. For short data: client, dates, work order number.
Tabela de dados	The same pairs in a two-column table.
Lista de itens	The same pairs in a vertical list, each item with a title and a description.
Texto livre	A paragraph: introduction, scope, context.
Texto em destaque	A paragraph with visual emphasis: opinion, recommendations.
Galeria de mídia	The photos and videos collected, with caption and view link.
Análise de Causa Raiz	Primary cause, diagnosis and secondary causes, straight from the work order.

Each block has a Block title in the report (optional). Grade de informações, Tabela de dados and Lista de itens use the same fields: switch between them in Block format without losing anything.

The fields of a block

In Content of this block, click + Add field. Each field has:

Label (shown in the report).
Where does the value come from?, with four sources: Dado da OS (ex: nº, cliente, data), Resposta preenchida no checklist, Sua empresa (logo, CNPJ, etc) and Texto fixo (sempre igual).
How to display in the report.

Once the source is chosen, the next list asks which value: Qual dado da OS?, Qual dado da empresa? or Qual resposta do checklist?.

The Label fills itself with the name of the value you pick, and follows your next pick while you write nothing. As soon as you type a label of your own, it stays: changing the value does not erase what you wrote. Changing the source in Where does the value come from? clears a self-filled label, so the next pick fills it again.

A field with a chosen source and no data selected blocks the save. The message says which: Choose which value fills this field.

When you pick an answer from a checklist step other than the ones the block already uses, the screen warns: This section now uses fields from different checklist steps. Check that this is what you want. The warning blocks nothing: the field is added all the same. It exists because a block that mixes steps is usually a slip, and the report comes out with the order of the job scrambled. The same warning applies to the Details printed with each media item of the gallery. It shows once per page load.

Print the technician note

On a field that uses Resposta preenchida no checklist, the checkbox Show the technician note under the answer prints in italics, under the answer, the note the technician wrote on that field. It comes unticked: without ticking it, the note stays out of the report.

The checkbox shows in Grade de informações and in Tabela de dados, on a checklist field that takes a note and is neither a media nor an equipment field. Switching the block to Lista de itens in Block format keeps the field, but the note stops being printed.

The note of a photo or video field does not use this checkbox. It comes out through Galeria de mídia, in Details printed with each media item.

A ticked field left with no answer prints the — and the note under it.

Conditional fields and steps

A checklist can have conditional fields and steps, which only apply when an earlier answer meets the rule. The report prints only what applied to that work order:

A conditional field that never showed to the technician gets no row in Grade de informações or in Tabela de dados.
A conditional step that never showed stays out whole: its answers, its notes and its photos.
A field that showed and was left blank still prints with —.

That is why the — in the PDF means one thing only: the question was put to the technician and was left unanswered. See Read the checklist answers, section Why this field showed up.

Galeria de mídia

Layout of each entry: Box beside, with the image at half width and the text next to it, or Full width, with the image across the whole width.
Details printed with each media item, with three sources: Observação da mídia (nota do técnico na foto), Resposta do checklist and Texto fixo (igual em todas).
Media link validity: how long the photo or video view link works after the report is generated. The options are 7 dias, 30 dias (padrão), 90 dias and 1 ano, also in Portuguese.

Photos go into the report. Videos go in as a thumbnail, with a link.

Cabeçalho com sua marca

This block has no fields: logo, name, tax id and contact come from the Organization page. Tick Repeat on every page of the PDF for the header to print on all pages, not just the first.

The footer is not a block and cannot be configured. It carries the name of your organization, the page count in the PDF, and the line Generated with Inspekio · inspekio.com, which leads to the Inspekio site. In the PDF the line prints on every page; in the version that opens in the browser it prints once, at the end. There is no way to turn it off.

4. Keep the report in step with the checklist

The report prints the checklist answers, so editing the checklist touches the report. Most of it happens on its own: when you save the checklist with the On save panel on Update, the linked reports follow the edit. See Build a checklist, section Edit a checklist that is already in use.

What happens on its own:

A new field lands in the section that already prints fields of that type, right after the nearest neighbour that section already has.
A removed field leaves the report. A section left empty leaves too.
A renamed label follows, if you had not written a label of your own on that field. A label you wrote stays as it is.

The rest is your call, and the screen tells you when the time comes.

Sync with checklist

In the report editor, Sync with checklist opens the Sync with checklist window, with two lists:

3 checklist fields not in the report — answers that no section of this report prints. They come unticked: tick the ones that should go into the PDF. The ones left unticked stay out.
1 field the checklist no longer has — report fields whose answer stopped existing. They come ticked for removal. Untick to keep the field and pick another answer later.

Apply only touches the screen: the confirmation says Report updated: +2 fields. Save to persist. Use Save template next.

With everything in order, the window says This report already prints every checklist field.

A field with no answer in the checklist

A field whose answer the checklist no longer has is flagged in the editor: The checklist no longer has this field. The report would print it empty. Pick another answer in Qual resposta do checklist? or use Remove field.

Open work orders on an earlier version

A notice in the editor says when your edit does not apply to every work order: 2 open work orders still use checklist version 3 and print version 3 of this report. This screen edits the current version only. Those work orders come out with the report as it was when they started. That is on purpose: the report of a work order that has already been answered does not change afterwards.

5. Preview and save

Report preview shows the pages in A4, with sample data. The screen warns: Illustrative example. Real data goes in when the technician generates the report for a work order.

Save template stores it. If something is missing, the Fix before saving: list points at the block and the field. A block with no field has to gain one or be removed.

6. Duplicate or delete

On the Reports tab, each report has Edit, Duplicate and Delete.

Duplicate creates a copy with the Copy suffix. Use it for an alternative version: a short one for the client and a full one for the archive, for example.

Delete removes the report for good. Work orders already started with that report are not affected.

What next

Run a work order on your phone, section Generate the report.
Share the report with the client