Pick the audience
Client, auditor, or internal ops — packs differ.
Resources • reports • exports • PDF vs CSV
Reports & exports: what to send (and when)
A practical guide to producing client and auditor packs: when to use PDF vs CSV, how to name exports, and how to avoid contradictions by exporting from one source of truth.
- Reports
- Exports
- CSV
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Guide summary
Choose format
PDF for narrative packs, CSV for analysis and bulk lists.
Avoid contradictions
Export from the record, not from retyped spreadsheets.
Who this is for / when to use it
Use this when deciding what to send to clients/auditors — and to keep internal exports consistent across projects.
- Office ops: producing client packs and audit evidence.
- Inspectors/managers: checking what’s “ready to export” and why.
- Admins: setting naming rules and retention expectations.
Report types (internal ops vs client vs auditor)
Start by deciding who the pack is for — that determines format and detail.
- Internal ops: progress lists, backlogs, severity counts, scheduling inputs.
- Client pack: readable summary + door-level evidence where required.
- Auditor/regulator: identity/history and evidence continuity across visits.
Where exports come from in Fire Door App (common entry points)
- Inspections: inspection PDFs and inspection history CSV exports.
- Quotes: quote PDFs (and sending quotes) from the same quote record.
- Invoices: invoice PDFs and payment links (where enabled).
- RAMs: approve RAMs, then download the PDF pack.
- Analytics: CSV export for internal reporting.
When to export PDF vs CSV
Use PDF for human-readable packs and CSV for bulk analysis and internal reporting.
CSV
PDF
Best for
Door lists, analysis, bulk workflows.
Client/audit packs with narrative and branding.
Risk
Can be mis-edited; treat CSV as analysis/internal ops, not a client pack.
Can be misunderstood if IDs/evidence are inconsistent.
Naming + retention conventions
Naming is what makes a pack usable months later.
- Include: client, site, visit date, and a stable identifier.
- Keep versions: if re-issued, include a revision marker.
- Store centrally: avoid “someone’s laptop” being the archive.
Example file naming patterns
- Inspection report: Client – Site – Block A – 2026‑01‑20 – Inspection Report.pdf
- Remedials update: Client – Site – Block A – 2026‑01‑27 – Remedials Update – Rev 02.pdf
- Door list export: Client – Site – Door List – 2026‑01‑20.csv
Common pitfalls (contradictions and pack drift)
Clients and auditors lose trust when the pack contradicts itself. These are the usual causes.
- Re-typing into spreadsheets: export from the record to avoid transcription errors.
- Unstable door IDs: if IDs change between visits, pack history becomes unreliable.
- Multiple “final” PDFs: if you re-issue, use a revision marker and keep the previous version.
- Sending raw CSV externally: CSV is for analysis; use PDF/portal for client-facing packs unless agreed.
Suggested handover pack contents
Keep packs focused. If you include everything, clients won’t find what they need.
- Summary: what was inspected, key outcomes, and next steps.
- Door-level evidence: the doors that matter for the decision (not every photo).
- Remedials status: what is open, in progress, complete, and proof of close-out.
Handover pack checklist (practical)
- Cover note: scope, dates, and who to contact for questions.
- Exceptions: doors not accessed and why (with follow-up plan).
- Assumptions: any “open up / investigate” items called out explicitly.
- Version: revision marker if re-issued.
Common questions
Quick answers on export formats and pack building.
Can we export door lists for internal reporting?
Yes. Use CSV exports for internal reporting and analysis, and PDFs for client-ready packs. Keep naming and door IDs stable to avoid contradictions.
How do we produce an evidence pack quickly?
Keep the record structured (IDs, outcomes, photos). Then generate PDFs/exports from the same record so the pack assembles itself.
Should we send PDFs or give portal access?
It depends on the client. Many teams use the Client Portal for ongoing visibility and PDFs for formal handover moments or attachments.
Is this a compliance guarantee?
No. Fire Door App supports workflows and evidence retention; compliance and competent-person decisions remain your responsibility.
Next step
Issue one clean client pack.
Export from the record, keep door IDs stable, and avoid rebuilding reports in spreadsheets.