Overview

RDrive provides search, filtering and download tools to help you quickly find the information you need and produce reports from your project data.

These tools can be used across the different item types within RDrive, including:

• Issues, Defects and Records
• Processes and Checklists
• Forms

Rather than manually working through large lists of project information, you can use Universal Search to narrow the list to the items you need and then download individual items or groups of items for reporting, sharing or record keeping.

TABLE OF CONTENTS

• Overview
  • Searching from a List View 
    • Using Multiple Search Conditions
    • Searching by Data Content
  • Downloading & Reporting 
    • Downloading a Specific Item
    • Batch Downloading Items 
    • Adavanced Options to Download
  • Search & Reporting Tips
  • FAQs & Troubleshooting

Searching from a List View 

Most item List Views include a Universal Search bar at the top of the page.

Use this to filter the items displayed without having to manually search through the entire list.

The search criteria available will depend on the type of item you are viewing and how your project has been configured.

For example, you may be able to search using information such as:

• Status
• Drawing
• Location
• Created By
• Assigned Team
• Created Date
• Form Data

You can add more than one search condition to progressively refine the results.

Using Multiple Search Conditions

Universal Search allows multiple criteria to be combined.

Searching with OR

When you add the same search criterion more than once, RDrive treats the values as an OR search.

For example:

Status = Open
Status = In Progress

The results will include items that are either Open OR In Progress.

This is useful when you want to report on several values from the same field.

Searching with AND

When you combine different search criteria, RDrive applies AND logic.

For example:

Drawing = Level 01
Status = Open
Created By = User A

Only items meeting all three conditions will be displayed.

This makes it possible to progressively narrow a large project dataset to exactly the information you need.

Tip: Apply your search and filters before selecting items for a batch download. This is particularly useful when producing reports for a particular location, status, team or period.

Searching by Data Content

In addition to searching using general item information, Universal Search can also be used to search the data captured within Forms and Issues.

This is useful when the information you are looking for is contained within an item's fields rather than its general details, such as its status, location or assigned team.

For example, you might want to find:

• Forms containing a particular reference or value
• Inspections where a specific field has been completed
• Items where a field has been left empty
• Issues containing particular information within their data fields

To search by data content:

1. Open the relevant List View.
2. Select Universal Search.
3. Select the option to search the item's data.
4. Select the relevant field.
5. Choose the required search condition.
6. Enter a value where required.
7. Select OK to apply the search.

The search options available will depend on the type of field selected. These may include conditions such as Empty, Filled or Equal to a specified value.

RDrive will then filter the List View to items containing data that meets your criteria.

Tip: Data searching can also be combined with other Universal Search criteria. For example, you could find all Open Issues on a particular Drawing where a specific data field contains a particular value.

Downloading & Reporting 

Once you have found the information you need, RDrive provides several ways of downloading it.

The options available depend on the item type and your project configuration.

You can generally download:

• An individual item
• Selected items
• All items within a filtered result
• A specific Form from a Process
• Process information with linked content
• Issue, Defect or Record reports

Downloading a Specific Item

Individual items can be downloaded directly from RDrive when you need a PDF for reporting, sharing or record keeping. 

1. Open the required Item.
2. Select the Form from the Form tabs.
3. Open the menu.
4. Select Download.
5. Select Advanced if you need additional download options.
6. Confirm your selections.
7. Select Download.

The selected Form will be generated as a PDF.

Batch Downloading Items 

When you need reports for several items, you don't need to download them individually.

First, use Universal Search to filter the List View to the information you need.

Then switch from Browse mode to Select mode.

You can then:

• Select individual items from the results
• Select multiple items
• Use Select All where appropriate
• Use Deselect All to clear the current selection

Once the required items have been selected, choose Download and configure the available report options.

This provides a simple workflow for producing targeted reports:

Search → Filter → Select → Download

For example, you could search for all open Issues on a particular drawing, select the resulting items and generate the required reports as a batch.

Adavanced Download Options

When downloading an item, select Advanced to control the information and supporting content included in the download.

The options available may vary depending on the item type, the content linked to the item and your project configuration.

Dependent Options

You may notice that some Advanced options are unavailable until another option is selected.

For example:

• Include linked issue history requires Attach linked issues.
• Merge linked documents requires Attach linked documents.
• Image options relating to linked Issues depend on the relevant linked Issue content being included.

This helps ensure that only options relevant to the content being downloaded can be selected.

What is a Report Cover?

A Report Cover is a configured front page that can be added to downloaded reports.

Report covers are created by your Company Administrator and can be used to provide a consistent presentation for reports produced from RDrive.

If a Report Cover is available, select Include cover page within the Advanced Download Options to add it to your PDF.

Search & Reporting Tips

Search before downloading
Use Universal Search to reduce the dataset before selecting items.

Combine filters
Use different search criteria together when you need more targeted results.

Use multiple values
Add the same criterion with different values when you want results matching any of those values.

Search within item data
If the information you need isn't available through the standard item details, use data search to find information captured within Forms or Issue fields. 

Check Advanced download options
Additional content and reporting options may be available before generating your download.

Use Select mode for batch reporting
You can report on several items together rather than downloading them individually.

FAQs & Troubleshooting

Q: Why can't I find an item in my search results? 
A: Check whether you already have other search criteria applied. When different search criteria are combined, RDrive uses AND logic, meaning an item must meet all of the conditions to appear.

You should also check that you have permission to view the item you are searching for.

Q: Can I search for information entered within an item? 
A: Yes. Universal Search can be used to search data captured within Forms and Issues, allowing you to find items based on values entered into individual fields.

The search options available will depend on the type of field being searched.

Q: Can I search for more than one value at the same time? 
A: Yes. Adding the same search criterion more than once uses OR logic.

For example, searching for:

Status = Open
Status = In Progress

will return items with either status.

Different search criteria use AND logic, allowing you to narrow your results further.

Q: Can I download more than one item at a time? 
A: Yes. From the List View, switch from Browse to Select, select the required items and then choose Download.

You can use Universal Search first to narrow the List View before selecting the items you want to report on.

Q: Can I download just one Form from a Process? 
A: Yes. Open the Process, select the required Form and use the Download option to generate a PDF for that Form. 

Q: Can I include linked Issues or documents in my download? 
A: Yes. Select Advanced when downloading and use the available Links options to include linked Issues, Issue history and linked documents.

The options available will depend on the item and its linked content.

Q: Why are some Advanced Download options unavailable? 
A: Some options depend on another option being selected first.

For example, Include linked issue history requires linked Issues to be attached, while Merge linked documents requires linked documents to be included.

Options may also vary depending on the item type, available content and your project configuration.

Q: Can I include images separately from the report? 
A: Yes. The Advanced Download Options include options for exporting images separately.

Depending on the content being downloaded, you may also be able to export history images and images associated with linked Issues.

Q: Is the List View the only way to report on project information? 

A: No. List View reporting is particularly useful when you need to find, select and download specific items.

RDrive also provides Analytics for broader analysis and reporting across project data. Refer to the relevant Analytics guide when you want to review trends, visualise information or work with a wider dataset.