Report columns and rows: what each value shows
A report on the Index tab shows one row per document and one column per field chosen under Field Settings on the report’s Settings tab. This page lists the columns a report can show, what fills it, and what the row colours and the arrow at the end of a row mean. The controls on the report page are described in The report page; which documents get a row at all is described in Which documents a report shows: document types, filters, search and sorting.
| Item | What it means |
|---|---|
| One row | One document of the report’s module that matches the report’s document types, main filter, your personal filters and your search. |
| Click on a row | Opens that document. |
| Arrow at the right end of a row | Opens a panel under the row with the document’s other values: the shared fields and module fields that are not columns in the report, eight values at a time; further values are on the next slides of the panel. Text editor fields, heading bars, information texts, company fields, expandable boxes and comment fields are not shown there. |
| Light yellow row | A document that is neither published nor archived. |
| Light red row | An archived document, also when it was published. |
| White row with a light green Status cell | A published document. |
Shared Fields
Section titled “Shared Fields”These columns can be chosen in every module, except the observation column and Sent External, which are offered only where the module’s workflow allows them (see their rows). They are ticked under Shared Fields in Field Settings. The labels below are the standard ones; your company can have changed them.
| Column | What fills it |
|---|---|
| Id | The first eight characters of the document’s unique identifier, in capital letters. The Id stays the same for every revision of the document. |
| Title | The document’s title. |
| Created | The date the document was first created. For a document with several revisions, this is the date of the first version, not of the current revision. |
| Last updated | The date the document was last changed or moved on in its workflow. A report without a chosen sort order is sorted on this date, newest first. |
| Responsible | The full name of the user who owns the document’s current workflow step. A deactivated user’s name is followed by “[Deactivated]”. |
| Status | The status name your company has set for the section the document is at, or, while a sent step has not yet been taken over by its receiver with the green button, the status of the section it was sent from followed by “- Waiting For Approval”; see Workflow steps, statuses, receivers and notifications. An archived document shows “Archived”. When the module has no status for the step, the cell is empty. |
| Delete | A trash icon on the rows of documents you may delete from the report: you own the document’s current step, the document is at its first step, it is not published, and it has no active link for someone outside ABMS. Other rows have an empty cell. The icon opens the same Delete document dialog with a five-second countdown as in the document; see Delete or archive a document. |
| Observation column | Shows how a document was saved when it was saved as an observation; empty for other documents. Offered only for a module whose workflow lets documents be saved as an observation; see Save a document as an observation. |
| Module name | The name of the report’s module. |
| Revision number | The revision number of the document. The first version is revision 0, and each new revision adds 1; see Revisions and the info panel. |
| Sent External | “Yes” while the document has an active link for someone outside ABMS that has not expired or been deactivated, otherwise “No”. Offered only for a module whose workflow has a step that can be sent outside ABMS; see Send a document to someone outside ABMS. |
Module fields
Section titled “Module fields”Module fields are ticked under Module Specific Fields. A field that you tick is added as the last column on the right. The names of the field types are explained in The field types in a document form.
| Field type | What the report cell shows |
|---|---|
| Single-line text, multi-line text, e-mail address | The text. |
| Text editor | Cannot be chosen as a column. |
| Name of the person working on the step | The name in the field. |
| Person list | The chosen person’s name. |
| Dropdown, option buttons | The chosen value, in your language when the value has translations. |
| Tick boxes | The ticked values, separated by commas. |
| Checklist | The number of ticked tasks out of all tasks, counting tasks at every level, for example 3/5. |
| Risk field | The chosen number, or NA. When Show colors is switched on for the module, a coloured square is shown next to it. |
| Date | The date in your date format, and the time when the field records a time. |
| Whole number, decimal number, calculated field | The number, right-aligned, with the decimal separator of your language. A calculated field shows the result of its calculation. |
| Upload field | A button that opens the document’s files and links. |
| Connected dropdown | The chosen values. If the dropdown is set up to show the full path, the full path is shown. |
| Global field | The chosen global values. |
A field that was removed from the module in a later version can still be a column when Show old Fields is switched on in Field Settings.