Manage Reports

The Manage Reports page is the central management interface for all report definitions in X4fleet. Here, administrators define which reports are available, how they look, which groups they are assigned to and how they are automatically generated and distributed. The page is available exclusively to users with administrator or super administrator permissions.

1. Reports Overview (Table)

The overview lists all report definitions in a table. Each row represents one report definition. The table is loaded page by page from the server and can be sorted.

Default Columns

Sorting and Selection

Clicking a column header sorts the list by that column in ascending or descending order. Selecting a row selects a report; many toolbar actions (Edit, Edit Layout, View, Clone, Delete) refer to the selected report(s).

2. Show/Hide System Reports

The «Include system reports» checkbox shows or hides system reports in the table. The selection made is saved and is retained when the page is visited again.

Note: In subgroups that do not have permission to view system reports, this checkbox is disabled. System reports are not shown in this case.

3. Create a Report

A new report is created via the «Add» button in the toolbar.

1. Click the «Add» button.
2. In the dialog, select the desired report type from the selection list.
3. Confirm with «Create».
4. The report designer opens in a new browser tab. There, the visual layout of the new report is designed (see Section 5).

Note: Which report types are available for selection depends on the permission. All report types are available to super administrators; other administrators are offered a restricted selection.

4. Edit Report Data

The master data of a selected report can be adjusted via the «Edit» button.

1. Select a report in the list.
2. Click the «Edit» button.
3. Adjust the desired fields in the dialog.
4. Confirm with «Save».

Editable Fields

Note: Editing system reports is reserved for super administrators. If a report is marked as a system report by a super administrator, the group assignments are removed. For other administrators, the system report marking always remains disabled.

After a successful save, a confirmation message appears.

5. Design the Report Layout

The full-page report designer, in which the visual appearance of a report is designed, is opened with the «Edit Layout» button.

1. Select a report in the list (the button is only active after a row has been selected).
2. Click the «Edit Layout» button.
3. The report designer opens. Here, fields, texts, tables and other components of the report can be arranged and designed.

Operating the Designer

• Save: via the corresponding designer function or the keyboard shortcut Ctrl+S.
• Save as: via the corresponding function or the keyboard shortcut Ctrl+Shift+S.
• After saving, a confirmation is shown.
• When leaving the designer, you return to the reports overview.

The available designer languages are Default, German, English, French and Italian.

Note: Certain designer functions (e.g. data source, new-creation, wizard and script functions) are hidden in X4fleet in order to focus operation on layout design. Please contact support if you would like to make more complex layout changes.

6. View Report / Preview

A report can be generated with concrete data and opened in the preview using the «View» button.

1. Select a report in the list.
2. Click the «View» button.
3. Define the desired criteria in the filter dialog.
4. Confirm with «View» – the report is generated and opened in a new browser tab.

Available Filter Criteria

• Date range (from/to)
• Tours (selection via search field)
• Drivers (selection via search field)
• Vehicles (selection via search field)
• Locations / POIs (selection via search field; the POI filter is opened in a separate window, whose icon is shown in red when the filter is active)
• Standing orders (selection via search field)
• Articles / Products (selection via search field)
• Tour Status (filter by one or more statuses)
• Include all tours (checkbox)
• Include all active standing orders (checkbox)

Any criteria can be combined. Filters that are not filled in have no effect.

7. Report Generation and Distribution Settings

The settings area is used to configure whether and how a report is automatically generated and distributed to recipients. These settings are embedded in the edit dialog of a report (see Section 4).

Automatic Generation

• Generate reports automatically: enables the automatic generation of the report.
• Do not generate on empty stop or Do not send on empty stop: prevents generation or sending when no relevant data is available.

Distribution / Recipients

The report can be delivered to various recipients, including:

• to your own dispatching,
• to the dispatching of the main group,
• by e-mail to customer, orderer, recipient, invoice recipient as well as to location or invoice location addresses.

In addition, default e-mail addresses as well as a fallback e-mail address (if no address is available) can be stored.

Export Format and E-mail Texts

• Export format: selection of the desired output formats (multiple selection).
• E-mail subject and e-mail text: configurable per language.

Note: The available export formats can be restricted depending on the permission.

SFTP Upload

Optionally, the generated report can be automatically uploaded to an SFTP server. The following fields are available for this: host, port, username, password, private key, server directory, file name and a switch to enable the transfer.

After adjustment, the settings are saved together with the report.

8. Clone a Report

An existing report is duplicated as a copy with the «Clone» button.

1. Select a report in the list.
2. Click the «Clone» button.

The copy automatically receives a new name (derived from the original name). The system report marking is reset and the report generation settings are not copied along.

The following applies to the group assignment:

• Super administrators keep all groups of the original report.
• Other administrators receive the intersection of the original groups and the groups accessible to them; if this is empty, the current group is assigned.

After a successful clone, a confirmation message appears.

9. Delete Report(s)

One or more selected reports can be removed with the «Delete» button.

1. Select one or more reports.
2. Click the «Delete» button.
3. Confirm the security prompt.

Caution: Deletion is permanent. Before deletion, the group assignments of the reports are removed.

Note: For other administrators, deletion is not possible if one of the selected reports is a system report or lies outside their own group access. In this case, a corresponding message is shown.

After a successful deletion, a confirmation message appears.

10. Table Layout and Column Management

The toolbar offers tools for adjusting the table display:

• Apply layout templates: saved table layouts can be applied to the current view with a click.
• Column management: columns can be shown or hidden and their order can be adjusted.

The table configuration is saved per user and is retained after logging out.

11. Summary: Available Actions

Note: The Manage Reports page is available exclusively to administrators and super administrators.