Sample Reports

The Sample Reports section is located in the Samples tab of the Order module. It enables you to generate, track, and manage detailed sample documentation organised by size and colourway. This section serves as a central reference point for teams managing the sample lifecycle, capturing key progress data and supporting comprehensive documentation of sample status, feedback, and approvals.

Each report represents a specific sample instance with detailed attributes including type, sizes, colour, and status. The section supports two modes of sample report creation: manual entry for ad hoc reports or conversion from predefined sample requirements, providing flexibility to match different workflow needs.

Sample reports facilitate effective communication between internal teams and suppliers, enabling collaborative documentation and approval processes. Reports can be shared with suppliers who may be granted editing permissions based on site-level configurations, supporting streamlined collaboration throughout the sample review process.

How to Add a Sample Report

There are two methods to create a sample report in this section:

Method 1: Manual Entry

Create a sample report manually when you need to document a sample without a predefined requirement:

Click the plus (+) icon to begin a new manual report.
Use in-line editing to populate key fields:
Select the Report type from the dropdown (e.g., Fit Sample, Salesman Sample).
Choose the required Sizes for the sample report.
Select the Colour for the sample from available colourways.
The Status field will default to In Progress.
The report is saved automatically when you click away or navigate to edit the full report.

Manual Creation

Use manual creation for ad hoc reports or when starting without a predefined requirement. This method provides flexibility for documenting samples that don't originate from formal sample requirements.

Method 2: From a Sample Requirement

Generate a sample report directly from an existing sample requirement to streamline data entry:

Navigate to the Sample Requirements section.
Locate the sample requirement you want to convert to a report.
Click the report icon on the relevant entry.
A new report will be generated using pre-filled data from the selected requirement, including sample type, sizes, colour, and other relevant details.
The report opens automatically for further editing and documentation.

Requirement-Based Creation

Use requirement-based creation to streamline data entry and reduce redundancy. This method ensures consistency between sample requirements and reports, eliminating the need for duplicate data entry.

Editing Restrictions

Fields in the sample reports table become locked from in-line editing once the report is opened and edited in the full report view. Ensure initial data is accurate before making further edits in the detailed report interface.

Sample Report Fields

Field	Description
Report	Specifies the type of sample being reported (e.g., Fit Sample, Salesman Sample, Pre-Production Sample). This dropdown uses values maintained in Site Settings > Order > General Settings > Sample Reports. This field is required and determines the purpose and category of the sample report.
Sizes	Lists the sizes included in the sample report. Multiple sizes can be selected to represent the range of sizes being documented in the report.
Colour	Displays the colourway linked to the reported sample. This is selected from the available colours configured in the order.
Status	Tracks report progress and current state. The default value is set to In Progress when a report is first created. Other statuses can be configured in Site Settings > Order > General Settings > Sample Reports. Status updates help track the sample review and approval process.

Sample Report Overview

Admin Configuration Required

The Report (Sample Type) and Status dropdowns used for reports are configured in Site Settings. Ensure relevant admin modules are predefined before creating reports to avoid workflow interruptions.

Status Tracking

The Status field provides visibility into the current state of each sample report:

Status	Description
In Progress	Default status when a report is first created. Indicates the report is being actively worked on or documented.
Pending Review	Report is complete and awaiting review or approval.
Approved	Sample has been reviewed and approved.
Rejected	Sample has been reviewed and requires changes or resubmission.
Completed	Sample report process is fully complete.

Status Configuration

Available status options are configured in Site Settings > Order > General Settings. Contact your system administrator to add or modify status options.

Actions

Download Sample Report

Export the sample report as a printable PDF document for offline review, sharing, or archival purposes.

Functionality	Description
PDF Export	Generate a comprehensive PDF document containing all report details, measurements, images, and notes.
Print-Ready Format	PDFs are formatted for printing, making them suitable for physical documentation or distribution.
Complete Documentation	Includes all sections of the report: details, measurements, sketches, images, components, and notes.

Send the sample report to suppliers or team members for review and collaboration. Suppliers may be granted editing permissions based on site-level configurations.

Functionality	Description
Direct Sharing	Send sample report details directly from the interface without navigating away.
Supplier Collaboration	Enable suppliers to view and edit specific report sections based on configured permissions.
Team Communication	Share reports with internal team members for review and feedback.

Supplier Access

When a sample report is shared with a supplier, they may be allowed to edit specific fields depending on permissions configured in Site Settings. This enables collaborative documentation and feedback collection directly within the report interface.

More Actions

Access additional actions through the More menu:

Action	Description
Edit	Open the full report editing interface to manage detailed sample data including measurements, images, components, and notes.
Delete	Remove the sample report from the list. This action permanently deletes the report entry.

Deleting Sample Reports

Deleting a sample report is permanent and cannot be undone. Ensure you have saved any necessary information or exported the report before deleting.

Workflow Integration

Sample reports integrate seamlessly with other sections of the Samples tab:

Integration	Description
Sample Requirements	Reports can be generated directly from sample requirements, ensuring consistency and reducing duplicate data entry.
Sample Colours	Reports reference colourways configured in the order, maintaining alignment with sample planning.
Edit Sample Report	Once created, reports can be opened in the detailed editing interface to add comprehensive documentation including measurements, images, and components.

Best Practices

To maximise the effectiveness of the Sample Reports section, consider these best practices:

Practice	Description
Use Requirements	Create sample requirements first, then generate reports from requirements to ensure consistency and reduce data entry errors.
Timely Creation	Create reports promptly when samples are received or when sample work begins to maintain accurate documentation.
Status Updates	Update report status regularly to provide visibility into sample progress and identify bottlenecks.
Supplier Collaboration	Share reports with suppliers early to enable collaborative documentation and faster feedback cycles.
Complete Documentation	Use the detailed report editing interface to add comprehensive documentation including measurements, images, and notes.
Regular Reviews	Review and update reports regularly to maintain data accuracy and support decision-making processes.

Helpful Tips

Create sample requirements before generating reports to streamline workflow and ensure consistency.
Use manual creation for ad hoc reports or samples that don't originate from formal requirements.
Update status regularly to track sample progress and identify items needing attention.
Share reports with suppliers to enable collaborative documentation and faster feedback.
Export reports as PDFs for offline review or archival purposes.
Ensure sample types and statuses are configured in Site Settings before creating reports.