Learn how to customize your report File Name using the workflow reference number or data inputted into your form
Why customize your report file name?
Customizing your report file name allows you to categorize and easily identify the reports sent to your mailbox or your dashboard overview. We've made it possible by manually defining the report name or using specific variables within your form, such as an article number, purchase order number, or a specific hazard entered during an inspection. The possibilities are endless.
Take note
- You can customize your report file name only if you are an "Owner" or "Admin" of the organization.
- You must use the KPI formulas in your form template to define the variable that you would like to use as your File Name.
- You can only customize your report File Name via the web portal.
- You can use multiple form variables in your report file name
- For guidance on how to use your workflow reference number as a filename. Scroll to step 10
Customize your report file name
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 left-hand corner of the screen and select an organization.
Step 3: Click on Templates
Step 4: Edit a Form or create a new one
Step 5: Click on Formulas & KPIs
On the top right corner of the template builder, click 
.
Step 6: Create your formula
6.1. Click the 
to input your variables.
6.2. Select the field you would like to use as the File Name.
6.3 Define the variable name. e.g: article_number
6.4.Under formulas, click the 
to create your formula
6.5 Add 'FILENAME" as the result name.
6.6 Add the formula CONCATENATE($variable) as the expression.
Therefore, the ($variable) in your formula will be the same as the variable name you defined in step 6.3. e.g: CONCATENATE($article_number)
6.7. Validate your formula and click back into the form. Publish your form to save changes.
Step 7: Click on Workflows
Step 8: Edit a workflow or create a new one
If you do not have an existing workflow, build one to include a form node and report node. if you have an existing workflow. Update your form to the latest version.
Step 9: Customize the File Name in the Report node
Within the report node, you will have the option to customize the File Name. Type in the same RESULT NAME added in the form template, in between double curved brackets at the start and end, and a dollar sign before it, e.g. 
Step 10: Add formula for workflow reference number
Within the report node, type in the expression as pictured below. Ensure that you have a space before the dollar sign "$" and after the "F" 
Step 11: Publish workflow and assign it to a team
And that's how easy it is! The next time you receive your report, the File Name will be unique to the variable entered in your form.
We hope this article is helpful in customizing your report File Name. If you have any questions or concerns, please do not hesitate to contact our customer support team at support@capptionsdirect.com.
Thank you for choosing Capptions Direct as your EHS Management Software. We look forward to helping you make your workplace safer and more efficient!