Creating and Configuring Default Document PDF Reports

You can create a PDF report to display details about your document on the Create a Report screen. Reports can be created using the default PDF report templates in the Reports Gallery that are pre-configured with module-specific fields. For more information on the reports available, see Using Reports Gallery Templates.

The content within the PDF reports can be configured by adding sections on the View Builder tab. There are a variety of different section types available based on the data type of the report.

To create a report using a Reports Gallery template

  1. On the Reports menu, select Reports.

    The Reports screen appears.

  2. Click the Create New button.
    The Create a Report screen appears.

  3. In the Data Source section, select Policy. The gallery will populate with suggested templates.
  4. Select a Default PDF Report and click the Next button.
    The Report Details section appears.
    Tip:

    The PDF reports listed below are available for the Policy module. You can assign a single default PDF report for standards, policies, and procedures simultaneously.

    • Policy Default PDF

    • Enterprise Standard Default PDF

    • Enterprise Procedure Default PDF

  5. Enter a name for the report along with an optional description and verify that the report details are correct for your reporting needs.


  6. Click the Create button. Your report is created and can now be configured.

To configure the PDF report content

You can configure the content of the PDF report on the View Builder tab. On this tab, you can add and configure different section types for your report to help capture the most important aspects of your documents.

  1. On the Reports menu, select Reports.

    The Reports screen appears.

  2. Click the link in the Report Name column for the PDF report you want to configure.
    The PDF Builder screen appears.
    Note:

    The PDF Builder screen also appears once you create a new PDF report.

  3. Navigate to the View Builder tab.
  4. Click the Add Section button.
    The Add Section modal appears.

  5. Enter a section name and select the type of section you want to add.
  6. Click the Save button.
    The section appears on the View Builder tab.
    Note:

    Additional configuration options may be available depending on the section type you added.

  7. Repeat steps 4 - 6 to add additional sections to the PDF report.

To configure the PDF report settings

You can configure whether your PDF report includes a custom header to align with your organization's branding needs. In addition, you can define the paper size of the report as well as the page orientation in which the report will display.

Note:

Once configured, you can designate the PDF as your organization's default report template for the given object. For more information, see Setting a Default PDF.

  1. On the PDF Builder screen, navigate to the Settings tab.


    Field
    Description
    Include Header

    Enable this setting to include headers on the report. Once enabled, you can then configure whether or not the header will appear on every page.

    When this setting is enabled, OneTrust branding will appear in the header of the report by default. To remove the OneTrust branding, you can disable this setting. Alternately, you can replace the header with your own company branding by uploading an image in the Header Image field.

    Header on Every Page

    Enable this setting to include the header on every page of the report. If disabled, the header will only appear on the first page of the report.

    Note:

    This field only appears if the Include Header setting is enabled.

    Header Image

    Click the Upload button to upload an image that will appear as the header on your report. Acceptable file types are .png, .jpg, or .jpeg. The file size can be no larger than 1 MB.

    Paper Size

    Select the paper size of the report. Available options include A4 and US Letter.

    Page Orientation

    Select whether the orientation of the report should be Landscape or Portrait.

  2. Configure the report settings, as needed.
  3. Click the Save button.

To export the PDF report

Note:

Detailed PDF reports exported from the Reports module and all list screens will include any custom logos.

  1. On the PDF Builder screen, click the Export button.
    The Report Download modal appears.

  2. Click the Close button. The export will be generated in the background. When the report is ready to download, a notification will appear on the Notifications icon button.
  3. Click the Notifications icon button.
    The Notifications popover appears.

  4. Click the export link in the popover to download the exported report.

To remove the OneTrust logo from PDF exports

The OneTrust logo that appears on exported PDF reports can be disabled in the Reports module.

  1. On the Policy menu, select Reports.

    The Reports screen appears.

  2. Open the report in which you'd like to remove the OneTrust logo.
  3. Navigate to the Settings tab.
  4. Disable the Include Header setting.
  5. Click the Save button.
  6. Navigate to the Policy menu, select Reports.

    The Reports screen appears.

  7. Hover over the newly created report and click the Context Menu icon.
  8. On the Context menu, select Set as Default. Moving forward, all PDF exports will not include the OneTrust branded logo.
    Note:

    This change applies to all document types. For example, if you set a Procedure Default PDF as the default report, any policy or standard exported will not include the OneTrust logo.

To edit the PDF report details

You can modify the name and description of the PDF report, if needed.

  1. On the PDF Builder screen, click the Context Menu icon.
  2. On the Context menu, select Edit Details.
    The Edit Report modal appears.
    Note:

    You can also modify report details directly from the Reports screen. Hover over the PDF report you want to edit, and click the Context Menu icon that appears. Then select Edit.

  3. Modify the report details, as necessary.
  4. Click the Submit button.