RichardTapestrySupport Posted February 20, 2020 Posted February 20, 2020 There are two ways to export reports for PDF download: either individually or in bulk. In this tutorial we'll go through both ways, starting with how to export reports individually. To skip to the section on exporting reports in bulk, click here. How to export an individual report It's worth mentioning that users will be able to export any report to download that is visible to them, regardless of whether your user permissions are set to allow bulk exports. This means that managers will be able to export any reports, but other staff users will not be able to export reports awaiting deletion unless they are permitted to do so, and relatives will only be able to export published reports. To export a report to PDF you will need to click on the 'Reports' tab (1) then access the report you would like to download by clicking on its title or picture (2). Near the top right of the report you can find a button that says 'Export'. Clicking this will open a screen that will allow you to choose your download options. Here, you will get to decide the format you would like for the PDF, whether default, compact (which features smaller text and spaces) or printer friendly (1). You can also use the tick boxes below this to decide what information you would like to include (2). If you tick the box to show attached documents, it's worth noting that these documents themselves won't actually be accessible from the PDF but it will show what documents have been attached and their titles. Below this you have the option of whether you'd like to include empty fields that you can fill in by hand, and how large you would like these boxes to be - either 5cm or 10cm tall. The boxes that show up will be any that are not marked hidden when creating or editing the report, but which have no text in them. Once you are done, click 'Download PDF' (4), and you will be able to view and save the PDF report. How to export reports in bulk By default, the ability to export reports in bulk will only be available to managers, but you can enable this option for other staff users by setting your user permissions. As with individual reports, users will only be able to bulk export reports that are visible to them. Also, it is not possible for relatives to export reports in bulk; relative users can only export reports individually. To bulk export reports you will need to go to the 'Reports' tab (1) and then click 'List' (2). From the list view you will be able to select the reports you would like to export. You can either select some reports by ticking the boxes next to them (1), or you can select all the reports on the page by setting the 'Select Items' option to 'All' (2). Once you have done this a menu will appear at the bottom right of the screen. Select 'Export as PDF' (3) here and then click 'Go' (4). You will then see an export page similar to the to the one for exporting individual reports, where you are able to select the format, what information is included and whether empty fields will be included to be filled in by hand, but there will also be a few extra options. Here you will have an option to choose the filename (1), which determines how the file will appear in your downloads and also how it will be saved onto your computer if you wish to download it. You will also have an option to select the title of the file (2), which will appear at the top of each page in the PDF itself. Lastly, you will be given an extra tick box to decide whether you would like each report will start on a separate page or not (3). Once you have selected the choices you would like for the PDF export, click 'Export selected reports as a PDF' (4). This will then be added to your export queue, and you should receive a message to let you know this (1). Once the export is complete you will be able to access this from Your Downloads (2). This can take a few minutes or longer depending on your connection and the amount of data you are exporting. Once the export is ready, you will be able to find this in Your Downloads under the filename you selected. This will only stay here for 7 days, after which time it will need to be exported again if you would like to download it. To download the file, you will just need to select the 'Download' button. Files in 'Your Downloads' will only be visible to the user who exported them. If you are a manager on the account, you can view downloads generated by other users by going to the Control Panel (1) then to Downloads (2). Back to Main Tutorials Page
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