How to customize a report File Name

Learn how to customize your report File Name.

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. 

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 Screenshot 2023-10-24 at 10.37.10 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 Screenshot 2023-10-24 at 10.37.10 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.  Screenshot 2023-12-15 at 10.34.46

Step 10: 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 

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