Reports · exports
● export

Reporting guide

PDF vs CSV — right pack per audience.

Human-readable packs for sign-off, machine-friendly rows for analytics, plus naming and retention so exports stay trustworthy months after the visit.

PDF CSV Naming Retention

Regulators read PDFs; your BI team reads CSV — ship both deliberately, not whichever was faster.

Choose the format

Export picker
PDF pack
Narrative · photos · signatures
CSV extract
One row per door or finding
Auditor sample
Door list + history columns
Partner feed
IDs match their import spec
Legal hold
Snapshot frozen · no silent regen
Portal
Subset of PDF · same door IDs

Wrong format for the audience creates rework — match pack to reader.

Document which export is “official” for each client — avoids two truths in the same week.

Lifecycle

Exports · Building A
TodayPDF generated · client portal
CSVPulled into analytics · IDs validated
ArchiveFilename dated · scope in title
Re-runNew snapshot — not silent overwrite
QARow count matches register filter
ShareSecure link expiry logged

Treat every export as a dated snapshot from one source of truth.

If someone asks “which file is current?”, filenames failed — fix the convention, not the inbox.

Governance

Before you scale volume
Filename: date · site · scope visible
Retention policy owned by you — not implied
Regenerated export = new point in time
Guide below: types, naming, contradictions
Owner named for each export type
Contradiction check: PDF door list vs CSV

The long guide walks report types, PDF vs CSV detail and naming rules.

Guide below Audit trail →

Next: audit trail guide — it is where sampling and export discipline meet.