Explanation of report format

Turn on the Report module, and enter the email(s) in field 1 «Email to receive reports». You can enter multiple emails separated by commas if you want.

Changes from previous version

This is the first version, so everything is new. Version 1 has 24 export columns.

Later versions will have new fields added at the end, the columns will always be in the same order and have identical headers. All event types will retain the same names. This means that newer versions will be backward compatible, and functions written to read version 1 will also work with newer versions.

ERRATA/corrections to this document describing version 1:

1. None yet.

Sending

Reports are sent for all companies at 08:00 every Monday «Oslo time». If something goes wrong and we have to fix the report function, the next report will include events from the time the previous report was sent. This means you will usually get weekly reports with what has happened from Monday to Monday 08:00. Approximately. Depending on server load, reporting may start slightly before or after 08:00:00.

The first time you activate the report module, you automatically get a report from the last 2 weeks. You can contact us if you want a report from a different time.

Opening

CSV files are just plain text, and you can open them with a spreadsheet for example.

Time limitation

We cannot deliver logs from before January 1, 1970 00:00:00 UTC and not from the future either (should work fine for all our customers). The year 2038 problem has been accounted for. We will have a problem at the turn of the year 9999/10000 CE, but will update the app well in advance.

Data sources

Most fields in the log are stored «as they were at the time». For example, the log shows tool names as they were at the time the event occurred. Therefore, the same tool may have different names throughout the log.

Some fields are fetched at export time, so the value may have been different at the time of the event:

1. Employee numbers
2. Rental price

These are typically fields that are not updated very often, but if you have changed them during the week, the value at export time (which is most likely Monday 08:00) will be shown.

Some fields are calculated at export time, such as date fields, «days/hours/minutes/seconds out» and quantity in stock. This could have been done with simple formulas in spreadsheets, but now we've done it for you 🙂

Example file

- which shows all event types and some values for each of them. There is also a brief explanation in the file itself, see details below.

Required settings

For the export to work you must:

1. check the box for «Report» under Company settings
2. fill in «Email to receive reports» under Company settings

- you can enter multiple email addresses separated by commas if you want to send to several.

Format

The robot sends an email to the address(es) specified in the «Email address for export» field under Company settings.

The email contains some text and 1 attached CSV file. A CSV file will always be attached, even if there have been no events since last time.

The CSV file format and syntax (standard CSV):

1. Character set UTF-8
2. Field delimiter is comma ,
3. Line delimiter is LF (\n , 0x0a)
4. Decimal separator is period .
5. Timezone is Europe/Oslo and takes daylight saving time into account. Time may go backwards in certain places in the log, specifically around 02:00-03:00 on the last Sunday of March and October, as long as Norway uses daylight saving time. However, the internal timestamp never goes backwards, since it uses UTC. Google does not use leap seconds, so times like 23:59:60 should not occur.
6. Date format is «YYYY-MM-DD HH:MM:SS» for example «2022-05-17 08:15:01» for May 17, 2022 at 08:15:01 Oslo time
7. Fields containing double quotes " or comma , are formatted like this (standard CSV):

- 1 «The field gets enclosing double quotes» - 2 Any " in the text becomes "" in the CSV file Example: text "in quotes, double", and separated by comma becomes «text ""in quotes, double"", and separated by comma» - Line 1 is headers - Line 2 and below have event types or any error messages. If there have been no events, you only get the headers, but you always get an email with attached spreadsheet.

Event types

Events are sorted in chronological order, ascending. Different fields (columns) in the CSV file are filled in depending on what type of event it is.

Common values

All event types have these values:

1. event ID (unique, also across exports and companies)
2. name and employee number of the user who did something
3. date in Europe/Oslo timezone, taking daylight saving time into account.
4. timestamp (UNIX timestamp, i.e. number of seconds from January 1, 1970, UTC). Quick way to convert it to another timezone and daylight saving time in Excel is the formula =1500598288/86400+date(1970,1,1). The formula may need semicolons instead, if your regional settings are set to that.
5. note field is available on most events.
6. tool name and tool ID on tool events

extra values for certain event types:

take

logs when a user takes over a tool themselves. Values:

1. number of days/hours/minutes/seconds the previous user had the tool. Not calculated if the previous user was a warehouse. Not calculated if the tool was deployed at the moment it was taken over.

give

logs when a user manually gives a tool to someone (or to a warehouse). Values:

1. user/warehouse that received the tool, and their employee number (warehouses don't have employee numbers)
2. number of days/hours/minutes/seconds the current user had the tool. Not calculated if the tool was deployed at the moment it was given away, and it's given to a regular user.

place

logs when a user deploys a tool at a physical location. The user will still be listed as responsible for the tool internally in the company. Values:

1. location where it was deployed (text description) and/or
2. location where it was deployed (retrieved via GPS or selected manually on map)
3. number of days/hours/minutes/seconds the current user had the tool before deploying it.

other values such as contact person etc. will come as separate updates with event type «placeupdate»

placeupdate

logs when a user updates contact information for a deployed tool. Values:

1. one of the fields: returnByDate, placedContactEmail, placedContactPhone, placedContactPerson

unplace

logs when a user retrieves a tool from deployment. Values:

1. number of days/hours/minutes/seconds the tool was deployed before it was retrieved.

stocktake

logs when a user withdraws inventory items. Values:

1. quantity in stock before and after the event
2. quantity withdrawn
3. unit the item is tracked in (kg, tonnes, m² etc)

stockgive

logs when a user deposits inventory items. Values:

1. quantity in stock before and after the event
2. quantity deposited
3. unit the item is tracked in (kg, tonnes, m² etc)

losttool

logs when a user reports the tool as lost

foundtool

logs when a user reports that the tool has been found again

How to import reports into spreadsheets

If you use Libreoffice, Openoffice, Google Sheets or Numbers, you can simply open the CSV file and select UTF-8, comma separated.

Excel is a little different, because it doesn't ask for filter settings when you open CSV, for some reason.
So to open the CSV file in Excel you need to:

1. Open a new spreadsheet
2. Go to Data → Get External Data → From Text

1. Select the CSV file
2. Select encoding UTF8
3. Select separated with characters (not fixed length)

1. Select Comma as the only field separator (and '' for text; it is usually set there by default)

1. Press Next / Done a couple of times

Now you can do regular spreadsheet things with the information