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How can I generate a report on my subcontractors, communications, documents, etc.?

In this article, you will learn how to generate various reports in 12Build to gain insight into mailing lists, document usage, received proposals, and certificates.

What will you find in this article?

  • Generating reports: The basic steps to start a report.

  • Report types: An overview of available options, such as mailing lists and document usage.

  • Saving settings: How to save your preferred settings for future use.

  • Specific downloads: Retrieving emails, proposals, and certificates.

Summary

Reports are generated by selecting subcontractors in the communication overview and clicking the 'Reports' button. Various formats (Excel, CSV, PDF) are available for mailing lists, document overviews, incoming emails, and subcontractor certificates.

Prerequisites and target audience

This article is intended for buyers and project managers who need an administrative overview or export of the progress and communication within a project.

Generating reports

Creating a report always starts from the central overview of your project.

  1. On the left side, select the subcontractors you want to include in the report (1).

  2. Click the Reports button (2) in the bottom orange bar.

  3. Choose the desired report type from the list.

  4. Tip: If you frequently use a specific report, click Set Selection as Default in the pop-up to save your settings.

Send and Document Lists

These lists provide insight into which parties you have contacted and which documents they have received.

  • Send list: Select Print send list for a complete overview of all requested subcontractors. Here, you can select the columns yourself and choose to export to Excel, CSV, or PDF.

  • Document list: Select Document list per subcontractor or Documents per message per subcontractor.

    • Note: This is an overview of the documents that were actually sent in messages, not a copy of the current list in the 'Documents' tab.

Document Usage and Incoming Emails

Check the activity of subcontractors and download all incoming communications.

  • Document Usage Matrix: Displays a current overview of what subcontractors have downloaded or ordered.

  • Print Messages/Document Usage: Use this option if you want to export document usage to Excel.

  • Incoming emails/proposals: Select Download incoming emails for a complete overview of all digital responses.

Certificates of the subcontractors

Instead of downloading certificates per company profile, you can do this for the entire selection at once.

  1. Select the option Certificates of subcontractors.

  2. Select the types of certificates you wish to download from the menu.

  3. The system compiles the available certificates for the selected subcontractors into a single download.

Frequently Asked Questions (FAQ)

Question: Can I generate a report for all subcontractors in the project at once? Answer: Yes, select all subcontractors in the list before clicking the 'Reports' button.

Question: In which file format can I download the reports? Answer: For most reports, you can choose between Excel, CSV, or PDF, depending on whether you want to further edit the data or simply print or archive it.

Troubleshooting

  • Symptom: The 'Reports' button is grayed out or unclickable.

    • Cause: You have not yet selected any subcontractors on the left side of the overview.

    • Solution: Check at least one subcontractor; the orange bar with the report option will then become active.

  • Symptom: No documents appear in my document list report.

    • Cause: The list only shows documents that have been attached to a sent message (such as a Request for Proposal).

    • Solution: Check whether any messages with documents have already been sent to the selected specialists.