Reports - Records

The privileges related to report writing appear in the Reports and Axon Standards and Reports - Records categories as shown in the tables below.

Within these categories, there are "static" privileges, as well as workflow privileges. Generally, the static privileges determine which buttons and options appear to users when they open an inbox or report. The workflow privileges determine which actions a user can take on a report, depending on its current state (Draft, Review, etc.).

In addition to these Reports privileges, users must also have Task Inboxes privileges to access reports from task inboxes.

Reports - Records and Standards

Name

Description

Additional required privileges

Create

Create reports

Lets users create any type of report in Axon Records and Axon Standards. Users must have this privilege in addition to all other privileges to create specific kinds of reports.

Users must also have the following privileges in the report's workflow:

  • Draft State - Create Tasks
  • Draft State - Submit tasks from the Draft State

Additionally, users must have Create privileges for the reports the user must be able to create.

Edit

Review and edit in-progress reports

 

Reveals a Review and edit action in the More actions [...] menu in Report Writer. With this privilege, users can edit an in-progress report while it is in any Review state except for the Finalized state. (Users must be assigned to the report to Review and Edit it.)

This privilege applies to all Records reports, including contributions.

Users must also have the following privileges in the report's workflow:

  • Draft State - Create tasks
  • Draft State - Submit tasks from the Draft state

Print

Configure print options and settings

Lets users adjust the printing options and settings when they are printing reports. Without this privilege, users can still print but not adjust any print settings.

  

Print reports

Lets users print reports.

  

Self-finalize

Self-finalize supplement reports

Lets users finalize supplements they have created.

Write

Generate draft narratives using the AI-powered Draft One

Lets users use Draft One to generate draft narratives for reports.

Reports - Records

Name

Description

Additional required privileges

Create

Create field interview reports in Records

Adds the Field Interview report as an option when users create reports.

The Field Interview form must be associated with the Field Interview Workflow in Form Builder.

Users must also have the following privileges in the Field Interview workflow:

  • Draft State - Create tasks
  • Draft State - Submit tasks from the Draft state

Create incident reports and supplements in Records

Lets users create/update incident reports and supplements.

Also lets users add custom names to reports and document even if they don't have the Create tasks privilege that would allow them to create that type of report/document. When a custom name is added to a report, it appears before the original report name. For example, in John Smith Field Interview-2024-INC-123-2, 'John Smith' is the custom name. Custom names can't be added to some reports, including incident reports, bookings, property reports, permits, and warrants.

Users must also have the following privileges in the Collaborative Incident Report and Collaborative Incident Report Contribution workflows:

  • Draft State - Create tasks
  • Draft State - Submit tasks from the Draft state

Create incident reports in Records with a manually supplied Incident ID

Lets users enter an Incident ID manually when creating an incident report.

Users must also have the following privileges in the Collaborative Incident Report and Collaborative Incident Report Contribution workflows:

  • Draft State - Create tasks
  • Draft State - Submit tasks from the Draft state

Create narrative only reports in Records

Adds the Narrative Only report as an option when users create reports.

The Narrative Only form must be associated with the Incident Reporting workflow in Form Builder.

Users must also have the following privileges in the Incident Reporting workflow:

  • Draft State - Create Tasks
  • Draft State - Submit tasks from the Draft state

Delete

Delete case report for draft incident deletion

If a case has been created for an incident report that is being deleted, this privilege lets users delete the associated case alongside the incident report. All case documentation (tasks, documents, etc.) is also deleted.

  

Delete draft incident reports

Lets users delete an incident reports that have not been finalized.

Delete draft reports (not including incident reports)

Lets users delete standalone forms that have not been finalized.

View the Deletion Log in the Administrator Console

Lets users access the Deletion Log in the Administrator Console, which provides a record of all deleted reports.

 Users must also have the

Access the Administrator Console privilege

Edit

Edit the custom names of Records reports, case documents, and case tasks

Lets users edit report and document names even if they don't have the Create tasks workflow privilege that would allow them to create that type of report.

Some report names can't be edited, including: incident reports, bookings, property reports, permits, and warrants.

  
Reassign

Change the author of in-progress Records reports

Lets users change the author (primary contributor) of an in-progress report while it is in the Draft status.

To change a contributor in an in-progress report, users must have the following privilege in the Collaborative Incident Report Contribution workflow:

  • Draft State - Assign tasks to others

Workflows

Once created, a report moves through a workflow, for example, Draft → Review → Finalized. Each state is associated with multiple privileges, which give you granular control over which users can take actions on a report, based on its current state.

Your organization may have additional workflows, but the following are the default workflows included in Axon Records:

Field Interview Reporting, Revertible Self Finalizable Reporting, and Self Finalizable Reporting

Reports that do not require supervisor or Records review and can be finalized by the user who created them use these workflows. Reports in these workflows move through two states:
Shows how reports that can be finalized by the person who created them move through the creation and finalization process.

Incident Reporting

A report moves through this workflow when it has a single contributor. This workflow is used by Narrative Only reports, as well as incident reports that have a single contributor. Reports that follow this workflow move through the following states:
Shows how reports with a single contributor move through the creation, review, and finalization process.

Collaborative Incident Reporting and Collaborative Incident Report Contribution

An incident report moves through these workflows once more than one user contributes to the report. The full report moves through the Collaborative Incident Reporting workflow. Each contribution to the report moves through the Collaborative Incident Report Contribution Workflow. Once each contribution is approved (finalized) by a supervisor, the tasks are merged into a full report and sent for Records Review.

If any contribution is rejected during Records Review, that contribution returns to a Draft state in the Collaborative Incident Report Contribution workflow where it can be revised, finalized, and sent back for Supervisor Review and then again on to Records Review.

During this time, any contributions that were approved during Records Review do not need to be sent back for revision. These contributions "wait" until the rejected contributions are revised and then resubmitted for review. At that point, all contributions are again merged into a single report for Records Review.

The interaction of these two workflows is shown below:
Shows how reports with multiple contributors move through the creation, review, and finalization process.

The privileges for workflows appear at the end of the Reports - Records category. Each workflow has its own subcategory, and within that subcategory, privileges are sorted by state. The states are listed alphabetically, not by the order in which they appear in the workflow (e.g., Finalized, which is the final state, appears before Review).
The image displays the Reports - Records section with privileges grouped into categories such as Create, Edit, and Reassign, each showing the number of privileges allowed alongside options to Allow All or Prohibit All. A highlighted section expands Workflow - Collaborative Incident Report, showing subcategories like Draft State, Finalized State, and Records Review State. Each subcategory lists the number of allowed privileges with options to manage them.

The hover tooltip for the Draft State - Create tasks privilege provides additional details about the workflow as a whole, and not just the Create tasks privilege.
The image displays the Workflow - Collaborative Incident Report Contribution subcategory. Under Draft State, a privilege for Create tasks includes a tooltip that explains how reports move through the workflow.

The table below explains how each workflow privilege works. Keep the following in mind when reviewing this table:

  • This table is an exhaustive list of all possible workflow privileges.
    • Not every workflow contains the states listed in the table.
    • Some workflows may have a state but not all privileges associated with the state as shown in the table.
  • For consolidation purposes, a single Review state is listed, although some workflows may have multiple Review states.

Name

Description

Additional required privileges

Add comments

States: Draft, Review

Lets users add comments in the report sidebar.

Assign tasks to others

States: Draft, Review

Lets users reassign reports (currently assigned to themselves or to other users) to other users.

To change the author of reports currently in the Draft state, users must also have Reassign privileges.

Assign tasks to themselves

States: Draft, Review

Lets users reassign reports to themselves.

To change the author of reports currently in the Draft state, users must also have Reassign privileges.

Create tasks

States: Draft

Lets users create reports

Users must also have the following privileges:

Delete tasks

States: Draft

Lets users delete empty draft contributions that have been added to a report.

Revert finalized reports

States: Finalized

Lets users revert finalized reports. The report is moved back to the Review state.

  

Submit tasks from the {State name} state

States: Draft, Review

Lets users approve and reject tasks in the indicated state. When a task is approved, it moves to the next state in the workflow. When a task is rejected, it moves to the Draft state.

The Draft state version of this privilege lets users submit reports for review. (i.e., reveals the Submit button in Report Writer.)

View tasks

States: Draft, Review, Self-Finalized, Finalized

Lets users view reports

Users must also have Task inbox privileges for the task inboxes that contain the reports.