How to create a PDF report template

This article will show you how to create a PDF report template

Before we get started 

Why do you create reports? 

Quite simply for documentation purposes. Creating a report template allows you to provide a written record of the inspection process, including the observations, findings, and conclusions made during the inspection. This documentation is crucial for ensuring that all relevant information is captured and that all stakeholders who were not present at the inspection are aware of the findings and can be referred to in the future if needed.

Take note 

  • You can only create a PDF report template if you have the role responsibility of being an "owner" or "admin" of the organization you are creating a report template for or on your own account called the Personal Sandbox. 
  • You can only create a report template via the web portal. 

Create a PDF Report Template  

Step 1: Sign in to the Capptions Direct web portal

Sign in to your Capptions Direct account using the link

Step 2: Select an organization 

Click on the drop-down arrow in the top right-hand corner and select the organization you want to create a report for. 

Step 3: Click on Templates 

Step 4: Click on Reports 

Step 5: Click +Report 

Step 6: Provide the Report template with a name 

Step 7: Click Submit to proceed to edit 

Step 8: Edit the template to look to your specifications 

8.1: Theming 

Theming allows you to adjust the report template colors to match your branding. Enter the color code in the Hex box or select it from the color tiles provided. 

8.2: Insert Logo 

To add your desired logo, click the Select File tab to select your logo from your desktop. 

8.3: Show cover Page 

To insert a cover page in every report generated, click the Show Cover Page box. The coverage will include your logo and organization name 

Step 9: Edit the content layout

9.1: General settings 

The default setting of the report is to view the user that completed the form as well as the time stamps of when the task was started and completed. If you prefer not to include these details in the report, untick the boxes. 

9.2: Form fields settings 

The default setting of the report is to show all answers provided in options lists. But not to show informative text fields or questions that have not been filled(non-mandatory). Tick/ untick the desired boxes to define what information you would like shown/ not shown.

Would you like to exclude specific questions and/or sections? You would need to make the adjustment within the report node of the workflow builder. 

Step 10: Click Submit to save edits

By clicking submit, you are only submitting your edits to be saved before publishing them to be used within a workflow.

Step 11: Click Publish to use in your workflow

By clicking Publish, your report template will be made available for use as part of any workflow you create. Each time you edit your report template, you must publish it for the changes to take effect. 


And that's how easy it is! 

We hope this article is helpful in creating a PDF report template. If you have any questions or concerns, please do not hesitate to contact our customer support team at 

Thank you for choosing Capptions Direct as your EHS Management Software. We look forward to helping you make your workplace safer and more efficient!