Reports – Overview

The overview of the Reports area is the entry page for all reporting and evaluation functions of X4fleet. It displays a collection of tiles through which you reach the individual sub-areas – for example to display existing reports or to manage report templates. Which tiles are shown depends on your permissions: editors and viewers see the report display, administrators additionally see the management functions.

1. Navigation

The overview is accessible via the main menu under Reports. When opened, a tile page appears from which all enabled sub-areas are accessible.

The tiles are grouped into named, colour-coded categories. Each category is shown as a separate area with a title; the areas are arranged side by side and wrap on smaller screens. A category in which no tile is available to you is not displayed. The summary in section 7 shows which tiles belong to which category.

The displayed tiles are filtered based on your role: only the areas for which you are authorised appear. If you switch the active group using the group switcher, the selection of visible tiles is automatically re-evaluated and adjusted if necessary.

Note: If you do not see a single tile, you lack the permissions for all Reports functions. In this case, contact your administrator.

2. Displaying Reports

The "Reports" tile leads to the report display. Here, editors, viewers and clerks can browse and open the already generated reports available for the selected group.

1. Open the report display via the "Reports" tile.
2. If required, select the desired group via the group selection. Superadministrators additionally have an option to display across all groups.
3. Narrow down the list of reports using the available filters.
4. Click a report in the list to open and display it.

The reports are presented in a filterable table. Using the filters, the display can be specifically restricted to particular reports.

3. Generating Report Output

From the report display, a concrete output can be generated for a selected report – for example as a PDF, as a table or as a file for export. Depending on the report type, parameters can be entered before generation, with which you control the content of the output.

The completed output is then made available for display or download. For applicable reports, a QR payment part (QR invoice) can also be generated.

Note: This function is available to the same roles as the report display. It is not shown as a separate tile on the overview page, but is called from the report display.

4. Managing Report Templates

Note: This function is available only to administrators.

The "Manage Reports" tile opens the management of report templates. Here, administrators define and maintain the templates from which the individual reports are generated.

The following actions are available:

• List templates: Overview of all existing report templates.
• Create template: Create a new report template.
• Duplicate template: Take an existing template as a copy and use it as a starting point for a new template.
• Edit layout: Design and adjust the layout of a template.
• Save template: Save changes to a template.
• Delete template: Remove a template that is no longer needed.
• Generation settings: Define the settings according to which reports are generated from the template.

You can find a detailed description under Manage Reports.

5. Managing Image Report Objects

Note: This function is available only to administrators.

The Manage Report Pictures tile opens the management of reusable image or graphic objects. These objects – for example logos or graphics – can then be embedded into report templates.

Administrators can list, newly save and delete image report objects. Once stored, image objects are available for use in multiple report layouts.

You can find more information under Image Report Objects.

6. Managing Text Report Objects

Note: This function is available only to administrators.

The Manage Report Texts tile opens the management of reusable text blocks that administrators can insert into report templates – such as standardised notices, footers or legal texts.

Text blocks can be listed, saved and deleted. The texts can be stored in multiple languages, so that the appropriate language version is used automatically in the report.

7. Summary: Available Areas

On the overview, the tiles are grouped into the following categories:

Note: The tiles listed here are only shown if you have the respective required permission. The selection is automatically updated when the active group is switched.