Report Management

By using the report type Transactions on a project, you activate access to the product database on events, restricted to the products of the product type Promotional products. The event user can thus report all products & services of all brands used on the project. This function is regularly used for service management jobs, sales promotions, location orders or even tastings. It can be used to record how many and which products and services were used / sold / provided at the location and when.

The following fields are available as standard after creating a transaction report and assigning it to your project:

• Time (of the transaction)
• Quantity
• Product / service (search field with auto-complete and barcode scanner function)
• Sales price (optional / fixed or customizable price)
• Order number (usually reference number of a sale from e.g. third-party system, cash register or similar)
• Notes

Specific functions of the report type

Visibility and behavior of standard fields and data

You can influence the standard fields in the report options of a transaction report. For example, you can configure the time to be hidden. This will still be recorded, but cannot be customized.

You can also specify whether the shopping cart function should be activated. This allows an event user to report several products at the same time for a transaction to the same end customer, for example. This saves an enormous amount of time, as additional fields such as customer number, address data etc. do not have to be entered multiple times.

You can also individually configure the visibility and editability of other standard fields. You can also specify whether certain fields should be mandatory fields and appear in the event reporting pdf

Shopping cart function

You can also specify whether the shopping cart function should be activated. This allows an event user to report several products at the same time for a transaction to the same end customer, for example. This saves an enormous amount of time, as additional fields such as customer number, address data etc. do not have to be entered multiple times.

Transaction ID validation

Would you like to ensure that the order number you have entered fulfils a specific format specification? Then you can have this validated when you enter it.

To do this, you can define the permitted format using regex. Both the type and number of characters can be defined in this way. Here are a few practical examples if the order number…

• should be exactly 9 digits long: /^\d{9}$/
• may only consist of digits: /^\d+$/
• may only consist of letters: /^[a-zA-Z]+$/
• should consist of the format “ABC-” and another 7 digits: /^ABC-\d{7}$/

You can test your format specification directly in the report options to ensure that your input works. Simply use the available test field in which you can enter a real order number.

The EMPPLAN support team will be happy to help you implement your specifications.

By using the report type Expenses on a project, you activate access to the product database on events, restricted to the products of the product type Expenses. The event user can then report all expenses / outlays available to them. Expenses can be restricted to projects, teams or users in the product database. This function is regularly used for events where, for example, travel costs or other expenses are also reported individually and, if necessary, reimbursed.

Specific functions of the report type

In the standard system, the following fields are available after creating an expense report and assigning it to your project:

• Quantity
• Expenses / outlay (search field with auto-complete)
• Net amount (optional / fixed, customizable or calculated via rule)
• Document upload (upload option for depositing multiple documents)
• Notes

Visibility in event reporting pdf

In the report options of an expense report, you can specify whether the reported expenses / expense products should appear in the event reporting pdf

The event group report can be used to implement fields that can be filled in once per event group by customers and administrators, e.g. to document customer agreements with the location or to provide an agency withbriefings or other customer requests for the created event group.

You can link any number of event group reports to one or more projects in EMPPLAN. The respective event group reports appear with their fields next to each other in tabs on all event groups of the assigned projects

Specific functions of the report type

Email settings

If you activate this function, you can have the report sent directly by e-mail to a fixed or dynamic e-mail address after submission for certain responses. This allows you to trigger escalation processes directly as soon as a location visit has been carried out, for example.

Historical report data

If you activate the display of historical report data, an event user can access previous report data of the same fields that were collected in the same location. The display is specially optimized for field service projects

Report limitation

The report limitation gives you the option of querying or not querying a report under certain conditions. This limitation is currently only available for the report type event group.

The following options are available to you:

• Show report / Hide report: Here you specify the desired behavior if the following specifications are met:
  • Territories (associated with customer users)
  • Users
  • Teams
  • Product groups (associated with customer users)

By using the report type product report on a project, you activate the access report products on events, restricted to the products of the product type promotion products. The event user can then submit a report for each of the previously defined products. This function is regularly used for field service or merchandising assignments, where questions about e.g. condition, appearance, stock etc. for previously defined products are reported once per location (per event).

In the standard system, no fields are defined after a product report has been created and assigned to your project.

Specific functions of the report type

Configuration of quantity entry

In the report options of a product report, you can influence the reported quantity. For example, you can configure that each product is always recorded with the quantity 1 in the background. Select this if you do not require any quantity information.

If, on the other hand, you would like the quantity to be calculated from two number fields, please select these. The two fields must of course be added to the report beforehand. For example, you can have the report quantity per product calculated from the difference between the start and end value. EMPPLAN always subtracts the final value from the start value. For example, listings, discontinuations, stock changes, facings or other quantity-changing processes can be recorded and calculated.

This function is only available for you after individual customization. Please contact the EMPPLAN support team if you would like to carry out and process sales to end customers with EMPPLAN.

This function is only available for you after individual customization. Please contact the EMPPLAN support team if you would like to carry out and process credit notes for sales made via EMPPLAN to end customers with EMPPLAN.

Fields can be hidden using visibility conditions. Group operators such as or and and are available for this purpose. You can also reference all fields and, if relevant, products in the report in order to only display the corresponding field if the conditions you have configured are met.

Depending on the field type, different logical operators are available for the relevance check itself. Here is an example: is equal to, greater than or equal to, less than or equal to, greater than or less than.

You can use the round plus button to add further groups, fields or even products to the relevance check.

Excerpt of the visibility conditions

In the text box it is possible to enter text of unlimited length in multiple lines

Use the field if you expect a numerical value as an answer. A number can be entered using the keyboard or the symbol box with the arrows.

Here you can define an upload field that can accept exactly one file, e.g. an image or a video.

Further options can also be configured:

• User must share location when uploading (GPS data is collected)
• Force user to take a live picture (user must be online. This is a solution to collect GPS and timestamps from iOS devices)
• Do not optimize the image file size

Use a dropdown field if the answer options are to be presented via a dropdown menu and if the answer may only consist of one value.

Select the field type Checkbox (multiple choice possible) if you want to use several predefined answer options

If you decide to use a slider, you will always receive a numerical value as the result.

You can set the following options for this:

• Step, e.g. 0.5
• Minimum, e.g. 1
• Maximum, e.g. 6

The radio button can be used to select an answer option in the same way as the dropdown

The time field can be used to record working times to be remunerated. With the time field, you can create remuneration rules in the project, if enabled in the field options of your report, in order to remunerate on an hourly rate basis.

Use the field type Heading to structure your report

Only use this field type after consulting the EMPPLAN support team. EMPPLAN’s own data or external data from third-party systems can be accessed here if required

The Date field type allows you to enter a date. You can also define how many days from today should be blocked when entering a date. This is suitable for entering the earliest possible desired delivery date, for example.

The radio button with free text field allows you to enter an individual answer in addition to predefined answers

This function displays a REPORTING SUBMIT button. A free text field also appears in front of it. A minimum number of characters can be defined to make the button clickable.

A classic use case for this field type is in field service, for example. If a location is closed, this could be queried and recorded in the event report. Based on this specific response, a rule could be created via the visibility settings to show this field. The event user thus has the option of submitting their reporting for the event, although there are mandatory fields in further reporting that cannot be filled in due to the situation.

A URL can be stored here, which can be dynamized in the report for each event user and location. Parameters can be defined for this, the values of which can consist of event user and location data. One use case is, for example, quick registration in a third-party system to start an event

The field type Places (via Google Places) can be used to carry out any number of check-ins in any number of locations within an event, for example. A classic use case is outdoor promotions.

A text-based search for a location or a radius search with location function can be carried out via Google Places. Thecheck-in time, Google Places ID and GPS data are recorded

The Signature field type enables the capture of a signature, e.g. of an end customer, directly on the event user’s mobile device. For this purpose, a signature field is displayed in full screen after activation of the field by the event user. The signature is then stored as an image in the report.