Basic reporting suite - Vault

OVERVIEW

The basic Vault Reporting Suite allows for the generation of reports on almost ALL data contained within the core system. The most commonly used reports include “Training Completed”, “All Risks Register”, “Events” and “People - Inductions”, however the suite includes much more.

The following procedure relates to the generation of reports and will focus on the example of the “All Risks” report.

Important note: Report parameters may differ depending on the data recorded and the report being generated, however the basic reporting principles apply to all.

Within this video you will learn:

• Accessing the Basic reporting suite.
• How to stipulate output Parameters.
• How to stipulate the output format.

PRE-REQUISITES

• Ensure you've learned the fundamentals of using Vault via our 'Vault Essentials' guide (click here).

If you are unable to access the above video or for a printable/presentation version of its content, feel free to download the PDF file or PPT file. 

PROCEDURE

1.  Access the Default Reporting Suite

• Click on Governance in the left hand menu bar.
• Then Select Reports.

2. Select Site(s)

• Click on the Site Selection button in the Menu bar
• Select the Site or Sites you wish to include in the reports and click Save

 3.  Generate Report

• Section Filter
  • Click on the section filter dropdown.
  • Select the section to be reported on.

• From the resulting report register Identify the required report.
• Click View.

•  Report Parameters
  • Report Period.
    Select the correct period from the dropdown options.
  • Start Date.
    • If Custom selected in Report Period.
      Select the applicable start date from the calendar.
    • If Custom NOT selected in Report Period.
      Start Date will default.
      
  • End Date.
    • If Custom selected in Report Period.
      Select the applicable start date from the calendar.
      
    • If Custom NOT selected in Report Period.
      Start Date will default.
      

• Department.
  Select the correct Department from the dropdown options.
• Include Archived.
  • If Archived data to be included.
    Tick the Checkbox.
    
• Include Common Risks.
  • If Common Risks data to be included.
    Tick the Checkbox.
    
• Include Reviews.
  • If Common Reviews data to be included.
    Tick the Checkbox.
• Risk.
  • Select the correct Risk from the dropdown options.
• Show Corrective Controls.
  • If Corrective Controls data to be included.
    Tick the Checkbox.
    

•  Output Parameters
  • Expand the Section (Click the + icon)
  • Output Format.
    Select the correct Output Format from the dropdown options.
    
    • If PDF format selected the following fields will activate.
      • Paper Size.
        Tick the applicable radio button.
        
      • Orientation.
        Tick the applicable radio button.
        

•  Generate/Print/Email Report
  • Is the report ready to be generated?
    • If Yes (All required parameters have been set):
      Click Generate Report.

•  If Preview Output Format selected.
  • The report will be displayed in the Preview Pane below the Generate report button.
  • To view the report, scroll either via the mouse wheel or the scroll bar in the Preview pane.
  • If you wish to print out the report
    • Click the Print Report button.

• Follow your normal printing procedure.
  
  
• If you wish to email the report to the appropriate recipients.
  • Click the Email Report button.

• Enter the required email addresses in the To field.
• Enter/Edit/Attach any message or information required.
• Click Send.

Important Note: If Preview is selected as the Output format the Print Report/Email Report buttons will not be activated until the Generate Report step has been actioned.

• If PDF / XLS 5-2003 / XLS 2007+ Output Formats selected.
  • Click Generate Report.

 Note: The report will be automatically downloaded to your computer's Downloads folder.

•  If you ONLY want to print out the report.
  • Click the Print Report button.

•  Follow your normal printing procedure.
  
  
• If you ONLY want to email the report to the appropriate recipients.
  • Click the Email Report button.

• Enter the required email addresses in the To field.
• Enter/Edit/Attach any message or information required.
• Click Send.