Setup
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When adding a default document template from the Uptick Library, the report type is created automatically which can be adjusted. For blank templates intended as reports, create a report type and link it to the template.
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How to create or edit a report type
1. Navigate to Control Panel > Report types, then click +Create or Edit the existing type.
1. Navigate to Control Panel > Report types, then click +Create or Edit the existing type.
2. Provide Name, Short name and select Template.
2. Provide Name, Short name and select Template.
3. Scroll down and click Save Report Type.
3. Scroll down and click Save Report Type.
Available fields on a report type
Require fields (Name, Short name, Weight, Context, Failure criteria)
Require fields (Name, Short name, Weight, Context, Failure criteria)
Name: The name of the report to appear in drop-down lists when selecting a report type to generate.
Short name: Used for backend summary displays.
Weight: The weight will determine the list order of the report in lists and combined PDFs.
Context: Determines where it will appear for selection: Task, Property, External (can be raised on tasks or properties for reports created outside of Uptick to be shared with clients).
Failure criteria: Select when a report should be marked as non-compliant:
Any items are non compliant - The report is compliant only if all assets are serviced and passed the inspection. No Test results are considered non-compliant.
Any items have a critical remark - The report is compliant only if no assets have a critical remark. It is not recommended, as it treats all remarks below critical (including non-critical defects) as compliant.
Not applicable (not recommended) - The report is always compliant.
Recommended fields (Template)
Recommended fields (Template)
Template: Select the document template to be used for this report type.
Optional fields (Annual certification, Active, Main service report, Suggest this report (and limit items) for these routines, Applicable Assets, Excluded Assets, Applicable Contractors, Excluded Contractors)
Optional fields (Annual certification, Active, Main service report, Suggest this report (and limit items) for these routines, Applicable Assets, Excluded Assets, Applicable Contractors, Excluded Contractors)
Annual certification: Tick this box if the report type complies with annual certification requirements.
Active: Toggles the report type active/inactive. Reports of this type cannot be generated if inactive.
Main service report: Ticking this box will make the report type the default service report that will be sent upon dispatch.
Suggest this report (and limit items) for these routines: Leave blank to apply the report to all routine service types, or select specific types to apply it to (multiple can be selected).
Applicable Assets
All assets: Tick this box to apply the report to all assets.
ESM items only: Ticking this box restricts the report to ESMs only.
Included Asset types: Leave blank to include all assets or select only some asset types.
Included Asset tags: Leave blank to include all assets or select only some asset tags.
Included Asset type tags: Leave blank to include all assets or select only some asset type tags.
Excluded Assets
ESM items excluded: Tick this box to exclude all ESM items from the report.
Excluded Asset types: Select asset types to exclude from the report.
Excluded Asset tags: Select asset tags to exclude from the report.
Excluded Asset type tags: Select asset type tags to exclude from the report.
Applicable Contractors
All contractors: Tick this box to apply the report to all assets maintained by any contractor.
Applicable Contractors: Leave blank to include all assets, or select contractors to include only assets maintained by them.
Excluded Contractors
Excluded Contractors: Leave blank to include all assets, or select contractors to exclude assets maintained by them.
Setting Up Report Types for Accurate Compliance Tracking
Accurate compliance tracking is essential for ensuring safety, meeting regulatory requirements, and demonstrating value to your clients. By configuring your report types correctly, you can automate which reports are generated for specific jobs, what information they contain, and how compliance is determined.
Understanding Key Concepts
Compliance Status: Assets in Uptick display a compliance status—Compliant (green), Non-compliant (red), or Not Tested (grey)—based on their last service result. This status is visible on asset lists and floorplans, providing an at-a-glance view of a property's condition.
Report Failure Criteria: This setting on a report type determines what makes a report "fail," which in turn can mark an asset as non-compliant. You can set a report to fail if, for example, any items have a "critical remark".
Expected vs. Available Reports:
Expected Reports are automatically suggested for a task when the task's routines match the report type's configuration.
Available Reports are not automatically selected but can be manually added to a task.
Step-by-Step Guide to Creating a Compliance Report Type
Follow these steps to create or edit a report type for specific compliance needs, such as an annual fire safety inspection.
1. Navigate to Report Types
Go to Control Panel > Report Types.
Click +Create to make a new report type or Edit to modify an existing one.
2. Configure Required Fields for Compliance
Name & Short Name: Give your report a clear, descriptive name (e.g., "Annual Fire Safety Compliance Report").
Template: Select the appropriate document template that your technicians will fill out.
Context: Choose whether the report applies to a Task, Property, or is External.
Failure Criteria: This is crucial for compliance. Select the condition that will mark the report as failed:
Choose "Any items are non compliant" for the most comprehensive compliance tracking
Choose "Any items have a critical remark" to flag reports with critical defects only
3. Link the Report to Specific Routines and Assets
This step ensures your report is automatically used for the correct jobs.
Suggest this report for these routines:
To make this an annual compliance report, select the specific annual inspection routines from the dropdown list (e.g., "Annual Fire Safety Inspection").
If you leave this field blank, the report will be suggested for all routine service types.
Applicable Assets:
Use this section to filter which assets appear on the report. You can limit the report to specific Asset Types (e.g., Fire Extinguishers, Smoke Alarms), assets with certain tags, or only ESM items. This prevents irrelevant assets from cluttering the report.
4. Set Additional Compliance Settings
Annual Certification: Tick this box if the report type is used for annual certification requirements. This helps with filtering and tracking your annual statements.
Main Service Report: If this is the primary report that should be sent to the client after a service, tick this box to make it the default.
5. Save and Test
Click Save Report Type.
To test, create a task with one of the routines you linked to the report type. When you go to generate a report for that task, your new report type should appear as an "Expected" report.
By following these steps, you can create a robust and automated compliance reporting system that saves time, reduces errors, and ensures you always have accurate, audit-ready documentation on hand.
How to set the naming pattern for reports
Navigate to Control Panel > Reports and update the Naming pattern for report PDFs field using tokens like {property_ref}, {task_ref}, {short_name}, {id}, and others. Then click Save.
Navigate to Control Panel > Reports and update the Naming pattern for report PDFs field using tokens like {property_ref}, {task_ref}, {short_name}, {id}, and others. Then click Save.
Recommended steps
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