When using Q4 Press records are created for virtually every action in the system.These include when the document was created, who it was broadcast too, who responded etc. Essentially all of the information that is presented either on the dashboard or in the author screen is stored as records and able to be reported on with the Quick Report. Using the reporting features of Q4 Press gives you the ability to report on how your disclosure controls and procedures are being executed against the way they have been designed.

Records

The activities that create records in Q4 Press are as follows:

• Press release created – when the press release is created

• Broadcast – each time the author broadcasts a new version

• Broadcast received – the reviewer/approver received the broadcast

• Author changed – each time the author changes to a new person

• Viewed – the reviewer/approver viewed the broadcasted document

• Responded – the reviewer responded, includes all track changes and comments submitted

• Approved - the document was approved, includes all track changes and comments submitted

• Rejected - the document was approved, includes all track changes and comments submitted

Reporting

To access the Quick Report you must first access a document that is assigned to you. From the dashboard select a document by clicking either “edit this releases” in which case you are an author Or “Review this release” in which case you’re a reviewer.

1.If you are an author you’ll see it in the left menu between Finalize and Edit Properties.

2.If you’re a reviewer you’ll see it in the bottom left of the Reviewer screen

Upon accessing the Quick Report you’ll see the following screen:

From here you can now access a number of pre-defined reports listed on the left. As Q4 Press evolves we’ll continue to add to these pre-defined reports as well as giving you the option to save your own. Currently these include:

• Basic Quick Report

• Approval Checklist Report

• Exposure Report

• Unresponsive Participants Report

• What was the evolution of the document?

• Who were all the authors on a document?

Basic Quick Report

This is the default report that you see when you first access Quick Report. Using this report you have complete flexibility in segmenting and sorting the information. Simply click on any one of the columns to sort by that column. You can also type into each field at the top of the column to display only those rows that match. You can also drag the column header into the yellow bar to group the report.

Here is an example of the same report grouped by version, sorted by date and filtered by the user “Chris Jones”. You can see the report is now only shows Chris Jones’ activities in the system and grouped neatly according to version.

The features described above (grouping, sorting, filtering) are available on any of the predefined reports.

Predefined reports

• Approval Checklist Report – list all of the approvals that have been obtained

• Exposure Report – list who has seen the document and what the latest version was

• Unresponsive Participants Report – a list of those people who were sent the document but never responded

• What was the evolution of the document – lists all of the major versions of the document and provides a track changes view for each version

• Who were all the authors on a document – lists who the authors were on the document

Exporting

When viewing any report you have the ability to export it to Excel, Word or PDF. These options can be found on the right side above the report.Clicking on any of these options will display the message below. Although you can save the document here, it’s better to first click “Open” to see it in excel, word or as a PDF before you save it.

Click “Open”.

 

Below is an example of what the report we created earlier looks when exported to excel. From here you’re free to work with it just like you would with any other Excel document.

If you have additional thoughts on what you would like to see in the reporting section please leave a comment below.