Reports in Zaptic

This guide explains how reports are created, accessed, and managed in Zaptic — both from the operator-facing app and the manager-facing portal.

It also covers how to handle confidential reports when dealing with sensitive information like safety incidents or training records.

🔄 What Is a Report in Zaptic?

In Zaptic, every task an operator completes — whether scheduled or ad hoc — generates a report. These reports capture structured data submitted from the shop floor and can be reviewed and acted upon through both the app and the portal.

📱 Submitting & Reviewing Reports in the Zaptic App

Frontline operators submit reports using the Zaptic mobile app, either as part of their regular tasks or by raising issues independently.

 1. Scheduled Tasks (To-Do List)

Operators receive routine tasks via their To-Do List — these are pre-assigned procedures like:

• • Daily safety checks

  • Quality control steps

  • Sanitation audits

  • Complete a CIL

When they complete one, Zaptic automatically creates a report from that task.

 2. Ad Hoc Tasks (+)

Operators can also submit reports on the fly using the (➕) button.
For example:

• • Report a Defect

  • Submit a safety concern

  • Log an unexpected observation

These ad hoc tasks are not scheduled but still result in a full report.

📂 Viewing Submitted Reports in the Zaptic App

If a user needs to review a previously submitted report, they can:

• Go to the Done tab

• View any report they’ve submitted

• Check the report's timeline, see status changes, and assign follow-up actions

🔒 Users can only see reports submitted from their own account, unless they have collaborated on a task alongside other users.

💻 Accessing and Managing Reports in the Zaptic Portal

Managers, supervisors, and engineers use the Zaptic Portal to access and act on submitted reports. Reports can be accessed in two ways, depending on what you’re reviewing:

📊 1. From Boards (Data Aggregation)

Boards are dashboards that visualise and aggregate data from submitted reports.

• Click into a chart, KPI, or data entry to open the Report Page.

• View full report content, status history, attachments, and assigned actions.

Boards are best for spotting trends and reviewing large volumes of data.

🧾 2. From the Procedure Page

If you're looking into a specific procedure:

• Navigate to the Procedure Page

• Scroll to the Reports section to see every report generated from that procedure

• Click any report to open the full Report Page

This is ideal for reviewing how a particular SOP or checklist has been executed over time.

 🔐 Confidential Reports in Zaptic

Zaptic allows certain reports to be marked Confidential to protect sensitive information like safety events, HR concerns, or personal assessments.

🧩 What Are Confidential Reports?

Confidential reports limit visibility to only users with the appropriate permissions. This is useful for:

• • Safety or incident reporting

  • Disciplinary notes

  • Private training assessments

🔑 Who Can Access Confidential Reports?

Only users with the "Confidential Reports" permission can:

• • View confidential reports

  • Mark or unmark reports as confidential

Only Super Users can assign this permission to others.

✅ Authors can still view their own confidential reports, but cannot change the confidentiality status.

🔧 How to Mark Reports as Confidential

There are three ways to flag a report:

1. 1. Automatically via a trigger

      • Use the “Mark as confidential” action in a trigger based on answers or conditions within a procedure.

   2. Manually in the Portal

      • Open a report → click (...) → Mark as Confidential

   3. Manually in the App

      • Open a report → click (...) → Mark as Confidential

❓ FAQ: How Confidential Reports Work

• • Without permission: Users won’t see these reports at all — not in the app or the portal.

  • On Boards: Data from confidential reports will be hidden:

    • Fields appear blank

    • The report link is disabled

    • No content is shown in tooltips or summaries

  • Impact on Calculations:

    • ✅ Counts and status aggregations are unaffected.

    • ⚠️ Calculations that use answers (like summing number fields) will exclude confidential report data.

  • Revoking permissions:

    • Users retain access until they log out and back in.

    • Be cautious with shared devices — always ensure the device logs out automatically.