Review Reports, Exports, and Follow-Up
Check completed work, preview customer-facing outputs, export structured data, and move defects into commercial follow-up when needed.
Before you start
- Field work has synced back to the office.
- The relevant site, inspection, defect, quote, or work-order record exists.
- You know whether the next output is a PDF, CSV, quote, work order, or internal review action.
Expected outcome
Customer-facing outputs are reviewed before delivery, exports use clean source data, and follow-up work stays connected to the original inspection or defect.
Review the source record first
- Open the completed inspection or site record.
- Check the customer, site, system, and asset names.
- Confirm visit notes explain any unusual outcome.
- Confirm defects and evidence are visible.
- Confirm signatures and certificate details are present when required.
- Wait for mobile sync before generating customer-facing files.
Preview before sending
- Open Reports or the relevant output surface.
- Choose the correct scope: site, inspection, certificate, asset register, or defect report.
- Preview the output when the document will be sent externally.
- Check branding, customer name, site name, dates, evidence, defects, and sign-off.
- Regenerate only after correcting the source data that feeds the output.
Package customer handover deliberately
- Use
Client Handoverwhen the customer needs a controlled pack of reports, inspections, quotes, or work orders. - Check readiness blockers before publishing.
- Confirm the recipient grant and permission before sharing access.
- Revoke the package or grant when access should stop.
Use exports when another system needs data
Use CSV or structured exports when the receiving team needs data rather than a PDF.
Before exporting:
- Confirm the selected site or inspection scope is correct.
- Check names and identifiers for obvious duplicates or spelling mistakes.
- Use the export that matches the receiving workflow.
- Keep a note of where the exported data is going.
Move defects into follow-up
- Review the defect in context before creating commercial follow-up.
- Decide whether it needs a quote, work order, customer task, or internal review.
- Keep the follow-up connected to the original customer, site, inspection, or defect.
- Avoid retyping the same issue into a disconnected spreadsheet or email thread.
Check finance and billing context
Where finance is enabled:
- Use customer or work-order context to review receivables.
- Confirm invoice status before chasing payment or marking follow-up complete.
- Keep customer finance conversations tied to the account or work order.
Troubleshooting
| Problem | What to check |
|---|---|
| A report says not assessed | Confirm there is completed inspection evidence in the selected scope. |
| The PDF has old information | Confirm sync finished and source data was updated before generation. |
| A CSV export is rejected | Check the selected dataset, headers, names, and identifiers. |
| A defect is missing from follow-up | Confirm it was recorded in the correct inspection and not only written in notes. |
| A quote or work-order action is missing | Check workspace feature availability and the user's role. |
| A customer says a handover pack is unavailable | Check package publication, grant identity, expiry, and revocation state. |
Complete Field Work and Sync Safely
Help engineers prepare for the visit, work through weak signal, capture evidence, and confirm the office has the latest data.
Get Support and Escalate Issues
Collect the right context before contacting support, separate access and sync issues from data issues, and keep customer expectations clear.