Export a report – PDF, DOCX or ZIP

You turn a report into documentation you can file – either as a single document or as a complete archive with all attachments. You do this directly on the report’s detail page.

Prerequisites

• You have permission to view the report (show permission).
• You are on the detail page of the report in question. Open it by clicking the corresponding table row in the “Reports” overview.

Step by step

1. Open the detail page of the report.
2. Find the quick access area to the right of the main content – below it in narrow views – with the entries “Follow-up”, “Deadline”, “Main user” and “Status”.
3. Go to the “Download” entry there. It contains the three links “DOCX”, “PDF” and “ZIP”.
4. Click the format you need. The file downloads straight away in your browser; there is no intermediate dialog.

What each format contains

• “DOCX” – downloads the report record as a Word document. Use it when you want to process the case further or take it into a document of your own.
• “PDF” – downloads the activity and message overview of the report as a PDF, that is the chronological history from the “Activities and Messages” tab.
• “ZIP” – downloads an archive containing the report record (PDF), the activity and message overview (DOCX), and all file attachments.

Practical tips

• Use the “ZIP” download for the complete documentation of a completed case – it contains all relevant documents in a single archive and is suitable for filing or forwarding to internal or external auditors.
• Before you set a case to the status “Closed” or “Archived”, export it – that way the evidence of timely processing under the HinSchG is secured before the planned deletion takes effect.
• Exported files leave the system. Treat them with the same confidentiality as the report itself and store them only where the circle of people with access is just as narrow.