Documentation, Users, Reports & Audit Log
Comprehensive guide to the Office module including documentation management, user administration, reports, and audit logging.
The Office module provides essential administrative tools for managing documentation, users, reports, and audit trails. These features help you maintain organizational efficiency, ensure compliance, and track system activities.
Documentation
The Documentation feature allows you to store, organize, and manage all essential documents related to your operations including manuals, certificates, drawings, and reports.
📄 What is Documentation Management?
Documentation management provides a centralized repository for storing and organizing files related to your assets, maintenance procedures, and compliance requirements.
- • File Name - The original name of the uploaded document
- • Folder - The category or folder where the document is organized
- • Entity Association - Link documents to specific assets, locations, or tickets
- • Supported Formats - Images (jpeg, png), PDFs, and spreadsheets (csv, xlsx, xls)
Document Types
Organize your documents into categories for easy retrieval and compliance tracking.
Manuals
Operation manuals, user guides, and technical documentation.
Certificates
Safety certificates, inspection reports, and compliance documents.
Drawings
Technical drawings, blueprints, and schematics.
Reports
Maintenance reports, incident reports, and analysis documents.
📤 Uploading Documents
Follow these steps to upload a new document to the system:
- 1 Navigate to Office → Documentation from the main menu.
- 2 Click the "Add Document" button to open the upload dialog.
- 3 Select a file from your device by clicking "Choose File" or drag and drop.
- 4 Fill in optional details like folder category and entity association.
- 5 Click "Upload" to save the document to the system.
📁 Supported File Types
| File Type | Extensions | Use Case |
|---|---|---|
| Images | .jpeg, .png | Photos of equipment, damage documentation, visual records |
| PDF Documents | Manuals, certificates, official reports, contracts | |
| Spreadsheets | .csv, .xlsx, .xls | Data imports, inventory lists, maintenance schedules |
💡 Best Practices
Use consistent naming conventions, maintain version control, and set document expiration dates for time-sensitive materials. Regularly review and archive outdated documents to keep your repository organized.
⚠️ Note: Maximum file size is typically limited by server configuration. Contact your administrator for specific limits.
Users
The Users section allows administrators to create, manage, and configure user accounts, assign roles, and control system access levels for all team members.
👥 What is User Management?
User management provides centralized control over who can access the system and what actions they can perform based on their assigned role.
- • Name - The user's full name for identification
- • Email - Login credentials and notification address
- • Group/Role - Permission level (Admin, Maintenance, Worker)
- • Status - Active or inactive account state
User Roles
Define roles like Administrator, Technician, Viewer, or create custom roles with specific permissions.
Administrator
Full AccessFull system access with ability to manage users, settings, and all features.
- ✓ Manage all users and permissions
- ✓ Access all system settings
- ✓ View and modify all data
Maintenance
Operational AccessCan manage maintenance operations, tickets, and assets.
- ✓ Create and manage tickets
- ✓ View and update assets
- ✓ Access maintenance reports
Worker
Basic AccessLimited access for day-to-day operational tasks.
- ✓ View assigned tickets
- ✓ Update ticket status
- ✓ View asset information
📋 Users List View
The users list displays all team members with their essential information:
| Column | What It Shows |
|---|---|
| Name | Full name of the user for identification |
| Email address used for login and notifications | |
| Group | Assigned role/permission group |
| Status | Active or inactive account state |
🔘 Action Buttons
View Profile
Opens the user's detailed profile page with all information and widgets.
Edit User
Modify user details including name, email, and role assignment.
Toggle Status
Activate or deactivate a user account without deleting it.
Delete User
Permanently remove a user from the system. This action cannot be undone.
➕ Creating a New User
Follow these steps to add a new team member:
- 1 Navigate to Office → Users from the main menu.
- 2 Click the "Add User" button in the top right.
- 3 Fill in the required fields: Name, Email, Password.
- 4 Select the appropriate user group/role based on their responsibilities.
- 5 Click "Save" to create the account. The user will receive a welcome email.
User Detail Widgets
When viewing a user profile, several widgets provide quick access to related information:
Contact Information
Displays the user's contact details and account settings.
Includes: Email, phone, department, and account status
Assigned Machines
Shows all machines/assets assigned to this user for maintenance or oversight.
Includes: Machine count, primary assignments, and status overview
User Tickets
Lists all tickets created by or assigned to this user.
Includes: Open tickets, completed tickets, and performance metrics
Group Permissions
Shows the permission details for the user's assigned group.
Includes: Access levels, feature permissions, and restrictions
By default, all users from all premises can be viewed in the users list. If you would like to see only users belonging to your premises, please use the filter and select your premises!
Reports
The Reports feature provides powerful data analysis and visualization tools to help you understand your maintenance operations, track performance, and make data-driven decisions.
📊 What are Reports?
Reports aggregate data from your tickets, assets, and inventory to provide insights through customizable visualizations and exportable formats.
- • Report Type - Ticket, Asset, or Inventory reports
- • Date Filters - Define the time range for data analysis
- • Columns - Select which data fields to include
- • Visualization - Choose how data is displayed (charts, tables)
Report Types
Choose from three main report types based on the data you want to analyze:
Ticket Reports
Analyze maintenance requests, resolution times, workload distribution, and SLA performance.
Asset Reports
Track equipment status, maintenance history, downtime, and lifecycle metrics.
Inventory Reports
Monitor stock levels, parts usage, costs, and reorder requirements.
🔨 Using the Report Builder
The Report Builder guides you through a 5-step process to create custom reports:
- 1 Select Report Type - Choose between Ticket, Asset, or Inventory reports.
- 2 Set Date Range - Define the time period for your data using preset options or custom dates.
- 3 Choose Columns - Select which data fields to include in your report.
- 4 Select Visualization - Pick how to display your data: bar, line, pie, donut, table, or mixed.
- 5 Preview & Save - Review your report, name it, and optionally add a description before saving.
Visualization Types
Bar Chart
Line Chart
Pie Chart
Donut Chart
Table
Mixed
📑 Report Templates
Use pre-built templates to quickly generate common reports:
| Template Name | Type | Description |
|---|---|---|
| Tickets by Location | Ticket | Shows ticket distribution across your premises and locations. |
| Resolution Time by Category | Ticket | Analyzes average resolution times for different ticket categories. |
| Machine Downtime | Ticket | Tracks downtime hours and patterns for your equipment. |
| Technician Performance | Ticket | Compares ticket completion rates and times across technicians. |
| Parts Usage | Inventory | Monitors which parts are most frequently used in maintenance. |
| Work Order Status | Ticket | Overview of work order statuses and progress. |
💡 Tips for Effective Reports
- Start with templates - Use pre-built templates as a starting point, then customize as needed.
- Use appropriate date ranges - Shorter periods for trend analysis, longer for patterns.
- Match visualization to data - Use pie charts for proportions, line charts for trends over time.
- Export for presentations - Reports can be exported to PDF or CSV for sharing with stakeholders.
Audit Log
The Audit Log provides a comprehensive record of all system activities, helping you track changes, maintain compliance, and investigate issues.
📝 What is the Audit Log?
Every significant action in the system is automatically recorded with details about who performed it, what changed, and when it occurred.
- • Event - The type of action performed (created, updated, deleted, restored)
- • Model - The type of record affected (User, Ticket, Asset, etc.)
- • User - Who performed the action
- • Timestamp - When the action occurred
Audit Event Types
A new record was added to the system.
An existing record was modified.
A record was removed from the system.
A previously deleted record was restored.
📋 Audit Log List View
The audit log displays detailed information about each recorded event:
| Column | What It Shows |
|---|---|
| Date/Time | When the event occurred, shown in your local timezone |
| Event | Type of action: Created, Updated, Deleted, or Restored |
| Model | The type of record that was affected |
| User | The person who performed the action |
| Changes | Before/after values for updated fields (on update events) |
| IP Address | The network address from which the action was performed |
🔍 Filtering Audit Logs
Use filters to find specific events quickly:
- • Date Range - Search within a specific time period using the date picker.
- • Event Type - Filter by Created, Updated, Deleted, or Restored events.
- • Endpoint Type - Filter by record type (Users, Tickets, Assets, Parts, etc.).
💡 Best Practices for Audit Logs
Regularly review audit logs for unusual activity, especially failed login attempts and bulk deletions. Use date filters to focus on specific time periods during investigations.
⚠️ Note: Audit logs are retained according to your organization's data retention policy. Very old entries may be archived or removed automatically.
📚 Quick Reference
📄 Documentation
- Supported files: jpeg, png, pdf, csv, xlsx, xls
- Navigate: Office → Documentation
- Organize: Use folders and entity associations
- Best practice: Use consistent naming conventions
👥 Users
- Roles: Admin, Maintenance, Worker
- Navigate: Office → Users
- Required fields: Name, Email, Password
- Best practice: Assign minimum required permissions
📊 Reports
- Types: Ticket, Asset, Inventory
- Navigate: Office → Reports
- Visualizations: Bar, Line, Pie, Donut, Table, Mixed
- Best practice: Start with templates, then customize
📝 Audit Log
- Events: Created, Updated, Deleted, Restored
- Navigate: Office → Audit Log
- Filters: Date range, Event type, Model type
- Best practice: Review regularly for security
🆘 Need Help?
If you have questions about Office features or encounter any issues, please contact your system administrator or refer to other documentation sections.
Remember: Administrative features like user management and audit logs are typically restricted to users with Admin permissions.