This article describes how to create and manage Correction Report Templates. Select Configuration/Reports from the Navigation panel to open the Correction Report Template page.

No programming is necessary.

Features of the Correction Report Template Designer

1. Create and manage Correction Report Templates for either Permitting or Design Review purposes.
2. Modify an existing sample report Template (recommended).  
3. Choose an option for how comment records are grouped on the report.
4. Choose the report components and layout for the Template.
   1. Customize the report text/layout using pre-built report components.
5. Preview the report Template to validate the report layout. 
6. Delete a report Template.
7. Create a new Template from scratch.
8. Use the 'Save as New' feature to copy an existing Template to a New Template.

Prerequisites:

1. Complete the information on the Environment/Address page.

In this article:

Modifying an existing sample report Template

Two sample correction report templates are provided in new EPR deployments. These templates can be renamed and modified as desired. 

The option to sort comments by Category or by Group are described below.

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Choosing a Comment Sort Order Option

Each Correction Report consists of:

1. A Purpose (For Permitting or For Design Review).
2. A descriptive Report Name.
3. A Sort Order Option, as shown below.
4. A Template of pre-defined components.

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Comment Sort Order Option 1: By Group Label and (optionally) by Review Type, then by Reviewer Name 

Choose this option to sort comments primarily by Group.

If you also want to sub-sort comments by Review Type, we recommend including the Review Type to your Standard Comment Library records.  This will ensure that the Review Type is carried forward from the Library into the project's comment record automatically, saving a step for users to 'choose' a Review Type each time they create a comment.

Option 1 Sample Comment record

In the example below, Comment 00007 will be sorted under the Planning Group. 

Because a Review Type has not been selected by the user (it is optional), this comment record will sort ahead of other Planning comments that do contain a Review Type. 

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Option 1 Sample Correction Report: by Group

Groups (and optionally, Review Types) are sorted alphabetically. 

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Additional sorting notes

For each of the three sort options, comments will be sorted by these additional data values:

• Document filename (if one exists).
• Sheet number (if one exists), otherwise by Page number.
• Comment tag number.

Comment Sort Order Option 2: By Category and (optionally) by Sub-Category, then by Reviewer Name 

Choose this option to sort comments primarily by Category (a heading), then optionally, by Sub-Category (sub-heading).  Reviewers' first and last name, email address and phone number are displayed with this option.

For Option 2 and 3, we highly recommend including the Category and optionally, Sub-Category values in your Standard Comment Library records.  This will ensure that these values are carried forward from the Library into the project's comment record automatically, saving a step for users to 'choose' one each time they create a comment.

See Managing List Types and List Items.

Option 2 Sample Comment record

In the example below, Comment 0007 will be sorted under the Structural Category, then under the Grading Sub-Category.  

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Numerical Sorting of Category/Sub-Category values

Option 2 and 3 are rely on the configured Sort Order values found in the Configuration/Lists page. 

In the screen shot below, comments in the General Requirements category will sort in the first position on the report templates. Comment records given a Civil category value will sort next, followed by Structural comments, etc.

Sort order values do not have to be sequential - there may be 'gaps' in the numbering sequences.

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Duplicate Sort Order Values

When multiple Category records share the same sort order value, the Report template will sort those Categories alphabetically.

In the example above, Fire Alarm Systems comments will sort after Structural and before Mechanical/Electrical/Plumbing.

Option 2: 'Sample Correction Report' by Category

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Option 2 Sample Comment record

In the example below, Comment 0007 will be sorted under the Structural Category, then under the Grading Sub-Category.  

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Comment Sort Order Option 3: By Category and (optionally) by Sub-Category 

Choose this option to sort comments primarily by Category (a heading), then optionally, by Sub-Category (sub-heading).

No Reviewer information is displayed with this option.

For Option 2 and 3, we highly recommend including the Category and optionally, Sub-Category values in your Standard Comment Library records.  This will ensure that these values are carried forward from the Library into the project's comment record automatically, saving a step for users to 'choose' one each time they create a comment.

See Managing List Types and List Items.

Correction Report Template Components

A Correction Report may be comprised of the components described below.  Newly 'added' components are placed at the bottom of the Template.

These may be dragged, resized and reordered as desired. 

Components that are Locked may be re-positioned, but are not editable.

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This component will display the plan review document names, document cycle values and version date information for comments associated to those documents.

Include this component on each Template so Applicants can see which documents need corrections.

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Layout Example

Below are examples of some of the Report Components and typical layout.

The Report Header component is a combination of four individual components. 

Each of the individual components is shown in the example so you can see how they might be placed.

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The Report Table Component

An easy to configure Table component is provided for situations where some on the fly 'editing' may be needed prior to generating and saving a Correction report as a project attachment.

(See Generating a Corrections Report.)

Steps to using the Table Component:

1. Select the pencil icon on this component to enter 'edit mode'.
2. Use the - and + buttons to add and remove columns and rows.
3. Click in a cell to enter text in either the columns or rows.
4. Click outside the component to exit edit mode.

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Create a new Template

Follow the steps below to create a new template, choose the appropriate Purpose then:

1. Under 'Selected Template', choose '[Create New Report]' 
2. Provide a descriptive Report Name. This name will be used in the 'Report Title' component.
3. Choose one of the three Sort Options, as shown below. 
   1. You may change the sort option at any time without modifying the report components.
4. Select the SAVE button at the top of the page.
5. Select the EDIT REPORT TEMPLATE button.
   1. In the Report Template window that opens, choose the appropriate Components.
   2. Save the Component layout in the Report Template window.
   3. Close the Report Template window.

Image RemovedComments can be aggregated into a Comment Corrections Report Letter (“Corrections Report” hereafter) to be returned to applicants once plan reviews have been completed for the current submittal. These corrections reports can be generated automatically for integrated partners or they can be created manually by staff as needed to inform the applicant of any remaining deficiencies with their plans or application as a whole.

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Corrections Reports

Administrators can manage corrections report templates by going to Settings > Configuration > Reports to find the list of existing corrections reports. The Reports page is split into two parts: the list of exiting reports on the left and an area to preview a selected report on the right.

Corrections Report Templates List

The “Corrections Report Templates” section lists every report that has been created for your agency, regardless of whether or not it is in use. Reports are listed alphabetically by their template name and can be clicked on to preview and/or edit. As the list grows, a scrollbar may appear to the right to allow scrolling down to view the full lists.

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Template Preview

The template preview section appears blank by default but will display a preview (using sample data) of any report selected from the list.

Preview: No Report Selected	Preview: Report Selected
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Creating a New Template

To create a new report template, click on Create New Template and fill out each of the following sections as desired.

Template Name

At the top of the template is the template name field, which says “Untitled Report” by default for a new template (this is not an actual name, however). Fill in the desired name for the template exactly as you want it to appear in the “Corrections Report Templates” list.

Template Style Options

Administrators can choose between two style options for the corrections report: Single Column or Two Columns.

Single Column Style	Two Columns Style
The Single Column style (recommended for most users) allows comment text to stretch across the entire width of the report page, with comment location and related information displayed above each comment. This style emphasizes efficient use of space and reduces the overall report page count.	The Two Columns style allows comment location and related information to display in a separate column to the left of the comment text, which displays in a second column on the right. This style emphasizes readability of comment location, but may result in additional unused space or an overall increased page count for the comment report.
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Filename Formatting

Unlike the template name, the Filename (or “File Name”) refers to the name the corrections report PDF file will use when created by EPR. As part of the template, the Administrator can configure what is included in that filename by selecting up to five (5) of the seven total options, as explained below.

Sample Filename

This section shows what a sample filename would look like based on the currently selected filename options.

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Filename Options

This section lists all available options. You can select up to five (5) to include in a report template filename.

Selected Filename Options

This section shows which filename options are currently selected and configured to appear in the template filename.

Title

Whatever name is set in the “Title” field will be displayed near the top of the first page of the corrections report when opened.

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Logo

Upload an image to display as part of a comment report by using the “Logo” section. Either drag and drop an image into this section or click on choose file to browse for an image. The selected image will display on the upper left of the comment report template, next to the title.

Instructions

The “Instructions” section consists of a large text box with some formatting options. Use this field to provide your standard instructions to the applicant to ensure they understand the corrections report content and know what next steps to perform, if any. Instructions will display after project details but before the first comment.

Project Fields

Decide which project information appears in the report by selecting values from the Project Fields section. Review the table below for descriptions of each option and note that at a minimum, the Project Number and Address values must be selected.

Comment Options

To display additional information as part of the comment list, click on the Comment Options section and select any of the desired options.

Summary Options for Reviewer Information

To display reviewer information at the end of the report, click on the Reviewers checkbox to list reviewers who have contributed comments to the report. Select more options to provide additional reviewer information if desired.

Sort Options

To determine how comments are sorted within the report, select which three of the available options EPR should consider. Comment sorting within each option is alphabetical unless otherwise noted.

Primary, Secondary, and Tertiary Sorting

The order in which each sort option is selected is important. The first choice will be set as the Primary Sort, meaning it is the main sorting method used for report comments. The second choice, or Secondary Sort, is used to sub-organize values within each primary grouping. The third choice, or Tertiary Sort, is then used to further sub-organize values within each secondary grouping.

To better understand how sorting works, here are some scenarios demonstrating how these work together using the following sample information:

1. Two files: “Architectural Plans.pdf” and “Mechanical Plans.pdf” (each file has two sheets)

2. Three reviewers: John, Katya, and Ricardo

3. John created comments 00002 and 00003 on sheet A-1

4. Katya created comments 00004 and 00005 on sheet M-1

5. Ricardo created comment 00001 on sheet A-1

6. Ricardo created comment 00006 on sheet M-2

7. Comments 00001 - 00003 are on the Architectural plans

8. Comments 00004 - 00006 are on the Mechanical plans

Sort Toggles

The Secondary and Tertiary Sort options include toggles to either display or hide these sub-headings in the report information.

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Address Options

Unlike the other report template sections, the Address section consists of fillable fields which can populate using agency address information rather than being a set of checkboxes. Many of these fields will be pre-populated with the agency address information listed in the Settings > Environment > Address page. This is intended to help prepare report templates more quickly, though any field information be overwritten for a specific report template as needed.

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Updating a Report Template

To edit an existing corrections report template rather than creating a new one:

1. Click on the template in the “Corrections Report Templates” list.

2. Next, click on the Edit Template button at the top right of the preview pane.

3. In the pop-up window, edit information as needed.

4. Click Save to confirm changes.

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