Download, Email and Print Multiple Open Defects or Issues

Download, Email and Print Multiple Open Defects or Issues | Desktop



Purpose

Commnia allows all open pending issues and defects to be emailed to each separate contact in one go. This functionality streamlines the process of communication by allowing you to efficiently notify relevant parties about the status of multiple issues and defects simultaneously, ensuring that everyone stays informed and can take appropriate actions as needed. 

Steps

1. Accessing Open Issues and Defects

A list of site issues or defects is found in Commnia by clicking on the main menu and searching for "defect" and clicking on that option.




2. Search and Filter Options

You’ll be presented with the Defects/Issue summary screen displaying any open items that have been assigned to a user from your company, or by a user from your company. 

You can run a report on all open defects or filter list to create a custom report.

Defects will be used as an example, but the instructions will also work for other issues.




1. Enter search criteria to Filter by keywords
2. Select Category eg. Defect, Issue, ITP
3. Select Status eg. Accepted, Assigned, Rejected
4. Enter Date ranges for when Defect is due
5. Enter Date ranges for when Defect was reported
6. Enter the Location and sub-locations to filter by location eg. Building 1, Level 3, Room 307, Master Bedroom
7. Enter the company name Assigned To to filter defects by the company responsible
8. Enter the company name Assigned By to filter defects by company

3. Generate Report

  • You can run a report on issues/defects in the list by clicking on the Reports icon button.




The following screen will pop up;



1. Tick the trade(s) you would like to download/email
2. Select how you would like your report to be sorted, By Trade, By Location or By Type. 
3. PDF Report without Photos.
4. Generate a report with Photos based on displayed results or selected records - a new webpage tab will open with the report.
5. Excel report without Photos. 
6. Download/Email option
7. Download - You will have the option to combine all trades in a single report or separate into one report per trade
Email - You will have the option to email the assigned trades, send to yourself, or send to someone else. Each email will have a PDF/Excel report attached based on the selected format. 
8. Once you have selected your filters, click Download/Send report.

All Results No Photos - PDF Report

  • Will open as a PDF document for preview
  • The PDF report consists of a hyperlinked Table of Contents. You can click on the one that applies to you and you will be taken directly to the page.
  • You are able to print the report or you can save to preferred storage location and email.



All Results No Photos - Excel Report
  1. Your browser will download the file. Click on the file in the top right corner of your screen to open the excel file.
  2. You are able to print the report or you can save to preferred storage location and email.

Report With Photos

Your browser will download the web link. Click on the file in the top right corner of your screen to open the report.



A new webpage will open.

To Print Pages

Right-click anywhere on the page and then select Print. Alternatively for a shortcut press CTRL + P on the webpage.



  1. A print dialogue box will open, select your printer and click Print again to print the pages as displayed.
  2. To fit more pages on one sheet, click on More Settings, choose the Number of pages per sheet and click Print.


To Save web page to PDF
  1. Use the Printer drop-down menu to select the Save as PDF option.
  2. Click the Save button.
  3. Select the folder location.
  4. Specify the name of the file.

  5. Click the Save button.



Email Records to Trade

The results are sorted by Trade as a default.

  1. You can either Select All or Individually by clicking in the box next to Trades.
  2. Ticking Assigned trade will send to selected trades a report of their open items.
  3. You can choose to send the Report only to yourself by clicking Send to Me.
  4. You can choose to send to Someone else by entering their email address.
  5. Once you have selected the companies, click Send report.


Email Example

The link will redirect you to another web page that displays the list of defects and issues. You can view and manage the list on this page.




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