Context #
This guide describes the Print registrations function in the AjourInspect & QA module. The function is accessed via the Print button at the top right of the registration overview and opens a dialog with three report types as well as the option to export to AjourBox.
The Print function contains two sub-functions:
- Function 1 – Print registrations: You select the report type, customise the content and print directly to PDF.
- Function 2 – Export to AjourBox: You select the report type, customise the content, select the folder structure and a destination folder before the export is completed.
The system generates the report asynchronously and notifies you via the notification panel when the report is ready for download.
Relevance #
This guide is relevant when you need to:
- Document and share registrations with collaborators, clients or inspectors.
- Generate a PDF report of a selection of or all registrations on a project.
- Archive registrations in a structured way in AjourBox for future reference.
- Export registration data to CSV for further processing in e.g. Excel.
Prerequisites and requirements #
| Requirement | Description |
| Access | You are logged in and have access to the relevant project. |
| Permissions | You have permission to view registrations (Inspect/QA permissions → Registrations → View). |
| Registrations | At least one registration exists in the project. If you only want a subset, the relevant registrations must be filtered or selected in advance. |
| AjourBox access | Only when exporting to AjourBox: You have access to AjourBox and to the desired destination folder. |
| Network | Stable internet connection during generation and download of the report. |
Guide (step by step) #
Phase 1: Open the print dialog and select the report type
| Step | Action | Result |
| Step 1 | Navigate to the registration overview for the desired project in AjourInspect & QA. | You see a list of all registrations on the project. |
| Step 2 | Filter or select the registrations you want to include, if you do not want to print all of them. | The desired registrations are selected. The number is shown in the dialog as “Selected ([count])”. The filtered registrations are shown as “All ([count])”. |
| Step 3 | Click the Print button at the top right of the screen. | The “Print registrations” dialog opens with three tabs: Detailed, Simple and List. |
| Step 4 | Click the tab that corresponds to the desired report type. | The selected tab is highlighted, and the associated settings are shown on the left. An example of the report layout is shown on the right. |
Overview of the three report types
- Detailed – The most comprehensive report. Contains: status, labels, description, comments, registration drawing, coordinates, images (optional number per page) and checklist. Recommended if the ‘Description’ field contains a lot of text.
- Simple – Compact report with up to 5 images per registration. Shows standard fields and can be supplemented with comments. Suitable for quick overviews.
- List – Table format without images. Well suited for list views and can be exported as CSV.
Phase 2: Customise the report content
Depending on the selected report type, you see different customisation options:
| Report type | Customisation options | Use |
| Detailed | Show/hide: status, labels, description, comments, registration drawing, coordinates, images (select number per page), checklist. Select whether all or only ticked checklist items are shown. | Comprehensive documentation. |
| Simple | Select whether comments should be included. Standard content is always shown. | Quick overviews and compact reports. |
| List | Select orientation (landscape/portrait), whether drawings are included, or whether data is exported to CSV. | List view and data export to Excel. |
| Step | Action | Result |
| Step 5 | Enter a name in the Print name field (max. 100 characters). | The name is used as the file name and as an identifier in the notification panel. |
| Step 6 | Select whether you want to print Selected or All registrations. | The choice determines which registrations are included in the report. |
| Step 7 | Tick or untick the desired content fields under Customize your report. | The settings are saved for the report. |
Tip – use the preview “Use the example” on the right in the dialog as a quick check of the report layout before you click Print or Export to AjourBox.
Phase 3a: Print the report directly
| Step | Action | Result |
| Step 8 | Click the Print button in the dialog. | The system starts generating the report. The dialog closes automatically. |
| Step 9 | Click the bell icon at the top right to open the notification panel. | The panel opens and shows the message: “Your report is being generated”. |
| Step 10 | Wait until the report is ready. A new notification is shown with the report name and a download icon. | The notification shows the report name and an expiry time for the file. |
| Step 11 | Click the download icon (down arrow) next to the report in the notification panel. | The report is downloaded to your device as a PDF file. |
Important – reports expire. The report in the notification panel is only available for a limited period. Download the file before the displayed expiry time. After that, the report must be generated again from scratch.
Phase 3b: Export the report to AjourBox
Choose this approach if you want to save the report directly in AjourBox for archiving or sharing.
| Step | Action | Result |
| Step 12 | Click the Export to AjourBox button in the dialog. | The “Export to AjourBox” dialog opens with two steps: Folder structure and Destination folder. |
| Step 13 | Under the Folder structure tab: Select the structure for Level 1 (e.g. Project folders or Groups). | Depending on the choice, Levels 2, 3 and 4 are activated with relevant options. |
| Step 14 | Select the structure for Level 2 (e.g. Groups, Project folders, Category level 0 or No structure). | The system adjusts the subsequent levels based on your choice. |
| Step 15 | Optional: Tick Include appendix if attached files should be included in the export. | The checkbox is ticked, and files are included in the export. |
| Step 16 | Click Next. | The dialog switches to the Destination folder tab, which shows the project’s full folder structure. |
| Step 17 | Navigate the folder structure and click the desired destination folder. | The selected folder is highlighted. The number of existing files in the folder is shown on the right. |
| Step 18 | Click Export to AjourBox. | The export is completed. The report is saved in the selected folder in AjourBox. |
Tip – choose the right folder structure. Choose a folder structure that reflects the structure of your project. A logical structure makes it easier to find the file again – both for you and for your collaborators.
Note – file format on export. When you export to AjourBox, the report is saved in the format you have selected (PDF or CSV). Check that the recipients have access to the folder in AjourBox before you share the link.
Important limitations you need to know about #
- The Simple report shows a maximum of 5 images per registration. If you need all images and comments, you must use the Detailed report.
- If the ‘Description’ field contains a lot of text, the report type Detailed is recommended to avoid truncation.
- The CSV export (via the List tab) does not contain images – only text data.
- If you have uploaded files to the registrations’ comment thread, only image file formats are shown as images in the report. File formats such as PDF, Word or Excel are not shown as an image / preview, but as a text reference.
- If you have uploaded a PDF as a registration image, only page 1 of the PDF will be shown in the report.
Next steps #
- Share the report: Send the downloaded PDF directly, or give relevant parties access to the file in AjourBox.
- Analyse data in Excel: Export registrations as CSV via the List report, and use pivot tables for further analysis in Excel.
- Advanced reports: Use the Report generator (button at the top right of the system) for more customised report layouts with extended functionality.