Reports¶
What your book looks like over a period, and the button that hands the lot to a verifier.
Where: menu → Food Safety → Reports.
The period¶
30 days, 90 days, 180 days, or Custom for your own dates.
Days rather than months on purpose: "last month" leaves you wondering whether it means the calendar month or the last thirty days.
The four figures¶
| Records filed | How many, and how many of those are still incomplete |
| Days with records | How many days something was filed on, over the period |
| Forms in use | How many different forms were used |
| Exceptions | Checks that did not pass, and how many have no corrective action against them |
Days with records never says "12 of 30". The other eighteen may be days you were shut, and a ratio there would read as a score you had failed.
Exceptions with no action is the figure to look at. "all accounted for" means every failed check has a corrective action linked to it. A number there instead means somebody found a problem and the book does not say what happened next — which is the one thing a verifier will pick up.
Adherence¶
A grid of what was filled and what was not — one column per day on a short period, one per week on a long one. It is the shape of your habits rather than a number: a form that gets filled every day except Sundays looks different from one that stopped three weeks ago.
Exceptions¶
Every check that did not pass in the period, most recent first, with what was done about it. When there are none: "No exceptions in this period. Every completed record passed its checks."
Each one says how it was answered:
| What you see | What it means |
|---|---|
| The action itself, in green | Written on the failed check, in the field marked as recording it |
| Answered by Corrective Action Log, 12 March | Filed separately, and it names this failure |
| "… filed the same day — check whether it covers this" | Nothing names this failure. A log was filed that day and might be it. |
| No corrective action recorded | Nothing at all — the one a verifier picks up |
A log that could have named the failure and did not still counts as unanswered. It stays at the top of the list, with the same-day note under it so you can see what might cover it. Naming the failure takes one tap when you open the log from the failed check, and it is what turns a maybe into an answer.
Records filed before there was anything to pick still count as answered.
Records¶
Browse all records drops into Records with the count in front of you — "312 records across 78 days — day by day, with search and filters".
Sending it to a verifier¶
Send records at the top. It takes the period already on screen rather than asking you for dates again, because being asked "what date range?" straight after choosing one is how a good idea becomes an annoying one.
It bundles everything in the period into a single zip and hands it to your phone's usual share sheet — email, Files, Drive, whatever you use. On a computer it downloads. Whoever you send it to has to unzip it, so say so if that is not obvious to them.
Before it goes, you see every form with records in the period, all ticked. Untick any you do not want to send. If you have temperature sensors, Fridge alerts is in the list too: one line for each time a fridge was out of range long enough to send an alert, with when it went out, when it came back, how warm or cold it got, and whether the alert email went. A fridge that went up for a few minutes when the door was open and came straight back is not an alert, so it is not in this list.
With nothing to send: "No records in this period to send."
One form on its own is a different door: ⋮ on that form in Forms → Export CSV or Export PDF. Use that when a verifier has asked for the cold storage log and nothing else.
Good to know¶
- A CSV opens properly in Excel, macrons and all. Each cell holds one thing, so you can sort, filter or make a chart straight away. A check with a line per fridge, like your sensors' daily record, has one row per fridge. Temperatures are plain numbers, with °C in the column heading.
- An exported form covers every field any record used, so a form you changed half way through the period still exports the old columns and the new ones rather than dropping what no longer exists.
- Reports read the records, they do not change them. Nothing here can be edited, and nothing here can put a missing record back.