The different Elements of an Activity Report Template

This article reviews all the Elements that can be used to create a Report template.

Please look at the article Creating for information on creating a report.

 

What is an Element?

An Element, or Field, is a question to be completed in a Report. They can be individually defined as mandatory, containing personal data, etc...

For example, you would like to create a Report when a parcel is dropped off at the building's reception desk. By using different Elements in a Report, you can gather the relevant information: delivery company, exact date and time, customer company, individual recipient, comments from the writer, photo of the package, any damage, etc.

 

The different types of Elements

This section explains in detail the 16 types of Elements available to you, how they are displayed on Post and mPost, and how they work.

NOTE: The Group Element is different in that it can be used to group other Elements.
The other 16 Elements must always be placed in a Group.

After inserting an Element in your Report structure, click on its box to display the configuration options.

  1. Title - name your Element, like a question to future users.
  2. Required when submitting for follow up - forces users to respond before they can continue their report but does not close it.
  3. This field is required  - and forces users to provide an answer before closing their Report (can be combined with switch two if a response is needed in both cases).
  4. Contains personal data - the information given here is subject to Guardtek's RGPD module. The Keep data for X months field allows you to define an exception to the general rule. Very useful for keeping up to date with RGPD for identities, registration, etc...
  5. Include in additional information - displays the answer given in the last column of the Security Log and Open Reports pages. This makes finding and identifying a report based on the user's response easier.
  6. The API Identifier field for integrations for specific use cases (see your CSS for more information).
  7. Duplicate - clones the Element and its configuration.
  8. Cancel - clears your changes and closes the active Element.
  9. Delete - Remove the item from your Report (be careful, it cannot be recovered).
  10. Save Field - saves the configuration.

Check box

In mPost, the checkbox element can be selected by tapping it:


On Post, there are two buttons: Yes and No:

 

You can add the Element by entering a title.
It is beneficial for requesting confirmation of a required action.

 

Time


In mPost,
there are two fields with + and - buttons:


On Post, there are two fields:


You can add the Element by entering a title.

 

Label (informative text)

 

In mPost, the Element is an information box with no user interaction:

Same thing on Post:


Set up by entering your text as a heading.

It is handy for specific reminders for agents, a request, or any other information you want the agent to be able to read in his Report.

 

Number


In mPost
, this is a single test field that only accepts numbers. You must use a 1-line text field if you want the user to enter numbers with decimals.

It works the same way in Post:

You can create the field by entering a title.
It is beneficial for providing a quantity (of people, kilos, etc.), an age, a bag reference, or a telephone number.

 

Radio List


Under mPost, this Element will display various pre-defined choices
:


Post
will display them as a button list, limited to a single selection:


It is configured by entering each option in a list of three fields. Add items to the list by clicking the + icon or remove them using the Trash icon on the right and reorder them via the three dots on the left.


Very useful for all questions with closed/predetermined answers (inspections, quizzes, localities, suppliers, etc.).

 

Single-line text field

Under mPost, this Element will display a text field:

On Post, it will be a simple field as well:

It can be configured by entering a title.

It is handy for providing identities, registrations, open answers, and remarks.

 

Date

-

Under mPost, this item will display three scrolling lists:

On Post, this field will activate a full calendar, where the day can be selected:

Configured by entering a title.

It is handy for communicating dates, deadlines, appointments, etc.

 

Image


In mPost
, the image is displayed based on its resolution, and the user can add annotations simply by dragging his finger over the image (shown here in red):


The
same principle applies to Post, this time using the mouse. Three additional buttons are displayed:
Back, Clear All and Forward:


Set up by entering a title and importing an image (jpg or gif) from your computer by clicking Upload image.



It is handy for specifying damage or a situation.

 

List


In mPost
, as with the List of choices, this item will display the various pre-defined options:


Post
will display them as a drop-down menu:


It is configured by entering each option in a list of three fields. Add items to the list by clicking on the + or remove them via the Trash icon on the right, and reorder the options using the three dots on the left.

2023-gt-fr-img


Very useful for all questions with closed/predetermined answers (inspections, quizzes, localities, suppliers, etc.).

 

Multi-line text field

In mPost, a text block can be filled in using the keyboard:

Post will display a resizable text area with a freely usable formatting toolbar. Be careful, however: avoid pasting text from other sources (email, website, pdf, etc.), as code may be transmitted invisibly.

Configure by entering a title.

It is handy for any open-ended question requiring details. Please note, however, that these fields can neither be analyzed nor displayed as additional information (see point 5 above).

 

Signature

In mPost, a frame allows you to sign/annotate with your finger:

Post will also display a drawing area that can be used with the mouse.

Configure by entering a title.

It is handy for signatures or acknowledgment of receipt.

 

 Yes / No

In mPost, a simple Yes / No switch is displayed:

Post will also display Yes and No buttons.

Configure by entering a title.

Very useful for questions with totally closed answers: Supervisor notified, external call, etc...

 

 GPS fix

In mPost, a box will ask the user to save their current position.

This function is logically unusable on Post.

Configure by entering a title.

Very useful for GPS location: fence incidents, parking violations, incidents, etc.
Be careful to take GPS signal quality into account.

 

Upload picture

Under mPost, activating this button will activate the camera. The photo taken will then be displayed for confirmation, allowing it to be retaken via Replace or deleted via Remove. There's also a button to flag personal data to link this photo to the RGPD.

Under Post, a greyed-out frame appears, which can be clicked to open an explorer window to search for an image file (jpg or gif) on your computer. There's also an RGPD slider.

Configure by entering a title.

It is handy for receiving images of a situation, quicker for the writer than a long description. But beware of smartphone data consumption.

 

Email

In mPost, a text field allows you to enter an email address. The system recognizes the validity of an address (@ and .com/en/...) and will send an email as soon as the Report is closed.

Same thing on Post:

Configure by entering a title.

It sends the Report directly to the email address entered here, as a copy, or simply as a notification.

Pre-defined List

In mPost, your Pre-defined List (see this article) is displayed as a list with a search field:

On Post, it's the same principle.

Set up by selecting the customized list from the available list. Your customized list must be ready before you configure this type of Element.

Like any list, it's beneficial for closed questions with predetermined answers, but the whole point of the personalized list is to have a single list that can be used in as many Reports as required. This way, a list modification is made only in one place, not each Report.

 

Barcode field

This field, which can only be used via mPost (using the camera), will open the smartphone's camera to read a barcode, a QR code, or even an NFC checkpoint to copy information in text format into the report's response field.

NFC checkpoint: Tap on this question tile to open it and simply pass the needle over the back of the device. It will beep (or vibrate) and display its reference as an answer.

Barcode / QR Code: Tap this tile to open it and click Scan to open the camera. Frame the barcode horizontally in its entirety or the QR code as a whole to beep/vibrate and display the reference.

 

Group

The same principle applies to mPost and Post: Groups can be viewed as sections or chapters of Reports. They require no action on the part of the user.

However, their configuration is different from one of the usual 16 Elements.

1. Group name: give this group or section a title.

2. These roles can be edited...: (specific right) allows you to limit the types of Users who can modify the configuration of this Group and all the Elements it contains. If a User type is unchecked here, it affects the Report configuration, and this Group will be completely grayed out.

3. These roles can see...: (specific right) hides the group (and therefore all its fields) from unchecked user types in the list. Mandatory fields in a hidden group are ignored.

4. Set conditions for this group: activate this slider to display two additional inserts, each allowing you to set conditions (individual for the first, cumulative for the second) based on users' responses from one or more of the other groups. The group you set here will be displayed if these conditions are met. Otherwise, it will remain hidden from users.

5. Delete group: deletes the group and all its Elements.

6. Duplicate: Create a copy of the current group directly after it.

7. Cancel: erases your settings and returns to the previous configuration.

8. Save: Save your changes.

 

*Note

  • When writing a Report in mPost:
    • If the question is mandatory to submit for follow-up, the icon in the upper left corner will be orange.
    • If the question is mandatory for closing, the icon in the top left corner will be red.
    • After completing the Report, this icon will turn green and can be enhanced with a photo and/or video and/or written comment via one of the three buttons.

  • When writing a Report in Post:
    • Any mandatory questions will also be indicated in red or orange letters.
    • Users can also add photos or videos using the three small dots to the right of the field.

 

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