Reports

The Reports module lets you generate professional, branded reports across your entire quality management system. Reports include your organization's logo, colors, and footer text.

Sidebar location: System > Reports

Report Types

FlowQMS provides 9 report types organized into three categories:

Audit & Compliance

Report	Formats	Description
Audit Report	PDF	Detailed audit report with checklist results, findings, and participants
NCR Summary	PDF, Excel	Nonconformity summary with type/status breakdowns and details
Risk Assessment	PDF	Risk register with scores, categories, and status breakdown
Audit Evidence Pack	ZIP	Collection of sub-reports for external audit preparation

Performance & Operations

Report	Formats	Description
KPI Dashboard	PDF	KPI scorecard with targets, latest values, and on-track status
Supplier Performance	PDF, Excel	Supplier ranking, evaluation history, and scores
Training Compliance	PDF, Excel	Training events, participant counts, and requirements matrix

Reviews & Design

Report	Formats	Description
Management Review Minutes	PDF	Review details, inputs, decisions, and action items
Design Review	PDF	Design project stages, reviews, and verification records

Generating a Report

1. Navigate to Reports from the sidebar
2. Click "Generate Report"
3. Select a report type from the categorized grid
4. Fill in the parameters (date range, filters, format, etc.)
5. Click "Generate"

The report will appear in your report list. Client-side reports (Audit Report, Management Review Minutes, Design Review) generate instantly. Server-side reports (all others) show a Queued status and transition to Completed within a few seconds.

Report Parameters

Each report type has its own parameter form:

Report	Key Parameters
Audit Report	Select a completed/closed audit
NCR Summary	Date range, status filter, type filter, process, format (PDF/Excel)
Training Compliance	Scope (all/department), date range, format (PDF/Excel)
Risk Assessment	Status filter (all/active/closed), minimum score, process
Supplier Performance	Scope (all/specific supplier), date range, format (PDF/Excel)
KPI Dashboard	Period (last 30d / 90d / 12m / custom), specific KPIs
Management Review Minutes	Select a completed review
Design Review	Select a design project, optional stage filter
Audit Evidence Pack	Select ISO 9001:2015 clauses, date range

Report Statuses

Status	Description
Queued	Report generation has been requested
Processing	Report is being generated
Completed	Report is ready for download
Failed	Generation failed — check the error message and retry

Downloading Reports

Once a report shows Completed status:

1. Click the "Download" button in the Actions column
2. The file downloads in your browser (PDF, Excel, or ZIP depending on the report type)

Reports expire 30 days after generation. The expiry date is shown in the Actions column. After expiry, files are automatically cleaned up by the system.

Retrying Failed Reports

If a report fails:

1. Check the error message displayed in the status column
2. Click the retry icon to re-queue the report
3. Maximum 3 retry attempts are allowed within 7 days of the original request

Cross-Module Shortcuts

You can generate reports directly from module detail pages without navigating to the Reports section:

Page	Button Location	What It Does
Audit Detail (completed/closed)	Header actions	Opens Reports with Audit Report pre-selected for that audit
Management Review Detail (completed/closed)	Header actions	Opens Reports with MR Minutes pre-selected for that review
Design Project Detail	Header actions	Opens Reports with Design Review pre-selected for that project

Look for the "Generate Report" button with the document icon in the header action bar.

Notifications

When a server-side report completes or fails, you receive an in-app notification via the bell icon in the header:

• Report Ready — your report is available for download
• Report Failed — generation failed, with details about the error

Click the notification to navigate directly to the Reports page.

Company Branding

Reports include your organization's branding. Configure it in Settings > General > Company Identity:

Setting	Description
Organization Logo	Appears in the PDF header (PNG, JPG, or SVG, max 2MB)
Primary Color	Header background color
Accent Color	Section underlines, footer accents
Header Text Color	Text color on the header background
Footer Text	Appears at the bottom of every page (default: "Confidential")

The Settings page includes a live preview of how your report header will look, and a WCAG contrast check to ensure header text is readable.

Audit Evidence Pack

The Audit Evidence Pack is a special report type designed for external audit preparation. It generates a ZIP file containing multiple PDF sub-reports:

File in ZIP	Content
00_Index.pdf	Table of contents listing all files in the pack
audits/Audit_XXX.pdf	Individual audit summary for each audit in the date range
ncr/NCR_Summary.pdf	NCR summary for the selected period
risks/Risk_Register.pdf	Current risk register snapshot
documents/Document_Register.pdf	Document listing with version and approval status

Parameters:

1. Select the ISO 9001:2015 clauses relevant to the audit (e.g., 4.1, 7.1, 8.1)
2. Set the date range for evidence collection
3. Click Generate — the ZIP file will be ready for download

Excel Reports

Reports that support Excel format (NCR Summary, Training Compliance, Supplier Performance) generate .xlsx files with:

• Branded header rows — organization name and report title in your primary color
• Multiple sheets — Summary + Detail (e.g., NCR Summary has "Summary" and "NCR Details" sheets)
• Styled tables — header row formatting, alternating row shading, auto-fitted column widths

Excel reports are ideal for further analysis, filtering, and sharing with stakeholders who prefer spreadsheet format.

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