Reports
The Reports section gives you a powerful, fully customisable view of your checklist data. You can choose which columns to display, apply filters to narrow results, and save your preferred settings as named report views for quick access.
Reports are built around checklists. Every row in a report represents a checklist, and you can extend the columns to include the status of individual tasks and the values entered into specific controls.
Three places show you what has happened, and they answer different questions.
| Answers | Works on | |
|---|---|---|
| Reports (this page) | Which checklists are in this state, and what did people answer? | Individual checklists and their control values |
| Analytics | How are we doing over time, and where are the bottlenecks? | Aggregated trends across checklists |
| Template Analytics | How is this one template performing? | A single template, in the Library |
Use Reports to find, list and export individual checklists. Use Analytics to spot a trend. Use Template Analytics when the question is about one process rather than the team.
Navigating to Reports
Click the Reports icon in the left navigation bar to open the Reports section.
When you first open Reports, the All Checklists view loads by default. If you have previously set a default report view, that loads instead.
System Views
CheckFlow includes four built-in report views available to everyone, plus a fifth for Administrators. These views cannot be edited or deleted.
| View | Description |
|---|---|
| All Checklists | Shows all checklists across every template you have access to. |
| Active Checklists | Shows checklists with a status of In Progress, Due Soon, or Overdue. |
| Assigned to Me | Shows active checklists that are assigned to you. |
| Overdue | Shows only checklists that are currently overdue. |
| Archived Checklists | Shows archived checklists. Administrators only — see Archived Checklists. |
Archived Checklists is not listed for anyone other than an Administrator. If a non-Administrator requests it directly, they are shown All Checklists instead.
To switch between views, click the report views dropdown at the top of the page. System views are listed under the System Views heading. Any saved custom views appear beneath them under Custom Views.
The Results Grid
The results grid displays one row per checklist. Clicking a checklist name opens that checklist.
The grid can be sorted by any column — click a column header to sort ascending, click again to sort descending.
A search box above the grid lets you filter displayed results in real time by typing any text.
Standard Columns
By default, reports include the following columns:
| Column | Description |
|---|---|
| Checklist Name | The name of the checklist. Clicking opens the checklist. |
| Template | The template the checklist was created from. |
| Assignees | The users and/or groups assigned to the checklist. |
| Comments | The total number of comments across all tasks. |
| Started | The date and time the checklist was created. |
| Due | The next upcoming due date across all tasks. |
| Completed | The date and time the checklist was completed (if applicable). |
| Completed By | The user who completed the checklist (if applicable). |
| Status | The current checklist status: Completed, In Progress, Due Soon, or Overdue. |
| Overdue Tasks | The number of tasks that are currently overdue. |
| Tasks Completed | The number of tasks completed out of the total. |
| Next Task | The name of the next incomplete task. |
| Tags | Any tags assigned to the checklist. |
You can choose which of these columns to show or hide, and extend the report with task and control value columns. See Columns for full details.
Permissions
Reports are open to everyone except Guests. There is no permission that controls access to the Reports section — any Administrator or Member can open it and use all of the system views without anything being granted to them.
CheckFlow has three roles — Administrator, Member and Guest. Report.Creator is a permission that can be granted to a Member on top of their role, not a role in its own right. See User Permissions and Roles & Permissions.
| Role or permission | Type | Access |
|---|---|---|
| Guest | Role | No access to Reports. Guests are redirected to their own dashboard. |
| Member | Role | Full access to Reports and all system views. Can create and save custom views that are visible to themselves. |
| Report.Creator | Permission | Lets a Member share a custom view with the entire team or with specific users and groups. |
| Administrator | Role | Everything a Member can do, plus the Archived Checklists view, editing and deleting any custom view, and bulk actions on checklists (archive, delete, restore). Has Report.Creator implicitly. |
What Report.Creator Actually Controls
Report.Creator is narrower than its name suggests. It does not control whether you can create a custom view — every Member can do that.
What it controls is the visibility options on the save dialog. When you save a custom view you choose who can see it, and the choices behave like this:
| Visibility option | Without Report.Creator | With Report.Creator |
|---|---|---|
| Private | Available | Available |
| Users & Groups | Disabled | Available |
| Entire Team | Disabled | Available |
So a Member without Report.Creator can still build and save as many custom views as they like — they simply cannot share any of them. See Custom Report Views.
Permissions apply only to users in the Member role. Administrators have full access to every feature and their permissions cannot be edited, so an Administrator always has Report.Creator. Guests have no access to Reports at all.
Viewing a custom view that somebody else has shared with you does not require any permission. Access is governed by the sharing settings saved on the view itself.
Exporting a Report
A report grid can be exported to CSV, Excel or PDF. The export buttons are at the top right of the grid.
The export reflects the grid as you have it: the filters you have applied and the columns you have chosen, including task and control value columns where a single template is selected. Set the report up first, then export.
See Report Columns for choosing what the export contains, and Exporting Analytics for the equivalent in Analytics.
Related Pages
- Custom Report Views — saving a report you will run again.
- Report Columns — choosing what the grid shows.
- Report Filters — narrowing the rows.
- Analytics — for trends rather than a list of checklists.