This article provides examples of generating printouts of records, lists and reports in iPassport, which are not Controlled Documents.

TABLE OF CONTENTS

• Printing Non-Controlled Records
  • Printing an Internal Audit Report
  • Printing a Meeting
  • Printing an Equipment Record
• Printing Search Lists
  • Export CSV
• Printing Reports

Printing Non-Controlled Records

Records such as staff profiles, equipment, incident reports, audits, or noncompliances, can only be printed by opening them and triggering the 'Print' command from the Actions dropdown menu.

Here are examples of generating prints of some types of records:

Printing an Internal Audit Report

To print an Internal Audit report:

1. Go to 'Quality Management > Internal Audits > Search Internal Audits'
2. Search and open an audit to print (by clicking its row in the results area)
3. Click the Actions field, select 'Print' from the dropdown menu, and click 'Go'
   
   
4. A pop-up window appears with the following fields:
   • Reason - optionally enter a reason for producing a print
   • Checklists to Print - allows choosing specific checklists when an audit contains multiple ones; if no selection is made, all checklists will be printed
   • Only Print Noncompliant items - steps in checklists which have been marked as 'compliant' will be excluded from the print
5. Click 'Print'

A PDF copy of the audit will be delivered and it will get logged in the 'Print History' as a 'controlled print' with a token so it can be marked as destroyed when required.

Printing a Meeting

Meeting prints are also delivered as PDF files and are also marked as controlled prints in the 'Print History' of the meeting record.  They can be generated whether the meeting is still 'active' or it has been 'completed'.

To print a meeting:

1. Go to 'Laboratory Management > Meetings > Search Meetings'
2. Locate the meeting to print and open it by clicking its row in the search results area
3. Click the Actions field (found in the top right of the header area) and select 'Print' from the dropdown menu
   
4. Click 'Go' to trigger the action and open the print pop-up window
   • Enter a 'Reason' in the field provided (optional but useful)
   • Select a 'Location' from the options available in the dropdown menu
     • This list will include locations which have been assigned the tag 'Meeting Room'.
5. Click 'Print'

The PDF will be generated and another pop-up window will provide a button to download it.

Printing an Equipment Record

Similarly, equipment record prints can be generated at any time, and they are also delivered as PDF files and marked as controlled prints in the 'Print History' of the equipment record.

To print an equipment record:

1. Go to 'Laboratory Records > Equipment > Search Equipment'
2. Locate the equipment record to print and open it by clicking its row in the search results area
3. Click the Actions field (found in the top right of the header area) and select 'Print' from the dropdown menu
   
4. Click 'Go' to trigger the action and open the print pop-up window
   • Enter a 'Reason' in the field provided (optional but useful)
   • Select a 'Location' from the options available in the dropdown menu
     • This list will include locations which have been assigned the same OU as the equipment's and the tag 'Print'.
     • Locations are normally listed in alphabetical order.
5. Click 'Print'

The PDF will be generated and another pop-up window, as with meeting prints (above) and prints in general, will provide a button to download it.

Printing Search Lists

Some search tabs (namely, 'Search Non-compliances', 'Review Centre', and 'Search Material Stock') and multiple record tabs which list items, contain a 'Print List' or 'Export PDF' command.  These prints will include the results of any search, or of all records (available to the user according to their permissions) if no search criteria is entered.

In record tabs, the process is the same and some or all records available to the user can be printed.  

For example, you can print records from the 'Skills' tab of Staff Profiles:

Or, print the reading list of staff for any controlled document under its 'Skilled' tab:

Export CSV

While 'Print List' and 'Export PDF' commands are offered in multiple tabs, more tabs offer the option to export the results in CSV format so they can be post-processed in tools like Excel™️.

Tabs which offer the ability to export CSV reports display the command 'Export List' or 'Export CSV'.

These are increasingly popular over PDF exports as they allow manipulating the data and reconfiguring it to produce your own reports.

In all cases, when one of the commands is clicked, the system will produce the export and deliver it through this pop-up window:

Printing Reports

'Reports' tabs can be found in the following modules:

• Administration > Users
• Competency > Skilled Groups
• Laboratory Records > Controlled Documents
• Laboratory Records > Equipment
• Laboratory Records > Materials
• Laboratory Records > Reagents
• Quality Management > Internal Audits
• Quality Management > External Audits

These tabs contain collections of predefined reports which can be produced in PDF or CSV format by clicking the corresponding icon to the right of the report title.

Except for Skilled Groups, reports can be produced by OU, and in the case of Controlled Documents, they can also be produced by Document Type.

The previous article describes how to print controlled documents: Generating Prints Pt.1 - Printing Controlled Documents