Report Generation

Under Settings › Report Generation, administrators define which report templates X4fleet uses in the various areas of the application and how pickup and delivery notes are generated. This page also controls whether system reports are visible for subgroups, and the default template for sending reports by email is stored here. The page is aimed at users with administration permissions.

All settings on this page apply to the currently selected group and are saved together: only when you click «Save» are all changes applied.

1. Navigation

The report generation settings are accessible via the main menu under Settings › Report Generation. The settings made apply in each case to the currently selected group.

2. Visibility of System Reports for Subgroups

The «Show system reports for subgroups» checkbox controls whether the standard system reports are also available in the subgroups of the current group.

• If the option is enabled, the system reports are also available to the subgroups.
• If the option is disabled, the system reports are restricted to the current group.

Reports for Split Orders

In the same General settings area, below it, you will find the Generate reports for split parent checkbox. It is disabled by default and only affects automatically generated pickup and delivery notes.

If the option is enabled, a report is additionally generated for the original order (the parent order) of split orders:

• Route split: The original order always receives a report.
• Quantity split: The original order only receives a report once all partial orders are completed.

Note: The setting only has a visible effect if a report layout has been set up that is specifically prepared for the original orders of split shipments. Such a layout is used exclusively for these orders; normal orders are not printed with it. The layout cannot be prepared on this settings page.

3. Report for the Shipment View

In the Report for the shipment view field, the report template is selected that is used when generating the shipment view (order report) as a PDF.

1. Click in the selection field.
2. Enter the name of the desired report template or select it from the suggestion list.
3. Confirm the selection.

The field offers a suggestion search: matching report templates are suggested as you type.

Report for the Weighing Slip

If the module for IoT measurements is enabled, the Report for the weighing slip field is additionally available. Here the report template used for the weighing slip is selected. Without an active IoT measurement module, this area is not displayed.

4. Report Lists (Default, Driver, SFTP)

In this section, multiple-selection lists are managed with which it is defined which reports are available in the respective areas.

Adding and Removing Reports

Each list has a selection field with a suggestion search as well as the list of already selected reports shown below it.

1. Click in the selection field of the desired list.
2. Enter the report name or select it from the suggestion list.
3. The report is added to the list and appears in the list below.
4. To remove a report, click the corresponding remove icon in the list.

Note: The order of the selected reports is retained and corresponds to the order in which the reports are later offered.

5. Report for Incident PDF and Container Label

In this area, two further report templates are defined:

Both fields offer a suggestion search. Enter the name of the desired report template or select it from the suggestion list.

6. Generation of Pickup and Delivery Notes

This section controls how pickup and delivery notes are generated. The configuration is done separately in two columns – one for pickup notes and one for delivery notes.

Prioritize Main Group

The «Prioritize main group» checkbox determines that the settings of the main group take precedence during report generation.

Settings per Column (Pickup / Delivery)

For each of the two columns, the following settings are available:

• Edit report settings: A button opens a subform in which the detailed settings for report generation are captured.
• Reports for own tours: Multiple-selection list of the reports used for tours of your own group.
• Reports for external tours: Multiple-selection list of the reports used for tours of external groups.
• Time of generation: A selection toggle defines when the note is generated:
  • After completion of the transport point – generation takes place as soon as the respective transport point is completed.
  • After completion of the tour – generation only takes place after completion of the entire tour.

The multiple-selection lists are operated as described in Section 4: reports are added via the suggestion search and removed again via the remove icon.

7. Default Email Template for Reports

When reports are sent by email, X4fleet uses a default template for the subject and message text. This template is stored here:

The content stored here is suggested as the default when sending reports and can be adjusted on a case-by-case basis if required.

8. Save

All settings on this page are applied together. After completing your changes, click «Save» so that the settings take effect for the currently selected group.

Note: The availability of individual areas depends on the enabled modules. For example, the report for the weighing slip is only displayed when the IoT measurement module is active.