In this tutorial we’ll look at how to add, edit and delete a report on Tapestry. This tutorial is general, so will not focus on any particular framework.
Enabling the Reports Feature
We’ll start by looking at how to enable the reports feature.
By default, the Reports function is enabled on all accounts, but if you did have it disabled and wanted to enable it or vice versa, a manager just needs to go to the Configuration > Features and select the Enable/Disable button for Reports.
You can then access the Reports feature by going to Planning & Monitoring > Reports.
Creating a Report
On this main screen for Reports you will see any recent reports that have been added. To see all reports, you can either select the All Reports button or choose the List tab. Here you might also see a section that says Unsaved Reports. We’ll come back to this later in the tutorial.
For now, I’m going to select a template from the right-hand list to add a report. The reports you see in this list will depend on the frameworks you have enabled on your account, and you can also create your own report template.
Once you have selected a template you will then be presented with a pop-up box. Here you can change your template and you can select the child you want to make the report for. Once you’re happy with this, click Add.
At the top of the report you will see you need to set a title. It will not be possible to save the report without this. In the Options section you can choose the status of the report. There are three options available:
- Draft – You can save a report as a draft whilst you are still working on it. Relatives will not be able to see these.
- Published – Once a report is published, relatives can then view them.
- Staff only – This shows the report is complete but only staff members can see them.
If you are backdating a report, you can also change the date and time.
At the top of this page there is a Save Repoprt button – do remember to save your work regularly.
Depending on the report template, you might see some details about the child you are creating a report for or some fields where you can enter certain information. If you don’t want to include one of the questions or specific pieces of information, you can select the Hide Field option. If you don’t want to include a whole section, you just need to select the Hide Section option.
Once you have hidden a field or a section, you will then see a message appear confirming you have done so. If you change your mind or pressed the hide button by mistake, you can show the field again by clicking on the Show Field button.
For some reports you might have the option to fill in your assessments based on your observations, such as in the Key Stage 1 report. If you have this choice you will see a button saying Fill Assessments that will pull through assessments from the relevant observations/tracking screens.
Your template may also provide some extra sections to add in a Child Voice, Relative Contribution, and a place to take some signatures. If the report is available to relatives, then the relative will be able to add in the child voice and contribution from their own account, as well as adding their own signature.
Below this you will find the Media section. This will allow you to add any supporting documents, photos, videos or audio files. You can do this by clicking Add Files > selecting the files from your computer > and then clicking Start Upload.
You can also remove any files you have added using the Delete button, or you can change the order of the files using the arrows on the right. Your order will be honoured once saved, but do note that documents show up in a different section to photos, videos and audio files.
Once you have finished remember to click Save Report at the bottom of the page.
Unsaved Reports
If you leave the page before you have saved your report, it will go into an Unsaved Reports section. Reports are only saved here for 30 days.
You’ll only be able to see this if you have any unsaved reports on your account. To see them, you just need to click where it says Unsaved Reports.
Here it will show you which child the report is for and how many days the report has before being deleted.
There are three ways to proceed with the report: the X button will delete the report, the Continue Adding button will take you back into the report where you can keep editing, or selecting Review will allow you to see what is included in the report.
If you click on Review you will then be able to see the unsaved changes. To collapse this section, you just need to click on Review again.
Making Changes to a Report
If you want to come back to a report to make some changes to it, you just need to click on the Edit button from the main page.
If you click on the cog button you can access some quick change options, such as changing the report status. You can also lock or unlock the report; a locked report removes the ability to edit and add comments. You also have the option to delete a report, which will move it to an awaiting deletion section for 90 days. To learn how to restore a deleted report, you can follow this tutorial. Finally, if a report has any media attached, you will be presented with the option to download it.
So, that’s how to add, edit and delete a report from Tapestry. If you would like to learn how to export reports both individually and in bulk, you just need to follow this tutorial.