Once saved, personalized templates can be reused whenever your team creates a report from selected project media. This helps standardize documentation, reduce manual formatting, and create professional reports for progress updates, inspections, QA/QC, closeouts, and client submissions.
Step-by-Step Guide
Step 1 – Open a Project and Select Media
Log in to the Filio Web App and open the project you want to create a report from. In the Media section, select the photos, videos, or other media files you want to include in the report. You can select one media item or multiple media items. After selecting the media, click Create Report to open the report workflow.
Step 2 – Choose a Personalized Report Template
The Create Report window opens on the Report Design step. In this step, you can choose from:
* Personalized Templates
* Portrait templates
* Landscape templates
Personalized Templates appear above the standard report templates. You can select an existing personalized template, create a new one, or upload a template design if available.
Step 3 – Open the Report Builder
When creating or editing a personalized template, Filio opens the Report Builder. The Report Builder includes:
- A central design canvas
- Elements panel on the left
- Pages panel on the right
- Portrait and landscape options
- Rename option
- Undo and redo tools
- Zoom controls
- Preview button
- Save button
You can rename the template from the top bar so it is easy to recognize later when creating reports.
Step 4 – Add Media Blocks to the Template
From the Elements panel, open the Media tab. Add a Media Block to the canvas. This block acts as a placeholder for the selected project media that will be inserted into the report during generation. You can choose which media details should appear with each media block, such as:
- Description
- Tags
- Weather
- Date Taken
- Taken By
- Latitude
- Longitude
- Latitude & Longitude
- Bearing
- Time
- Date
- Angle
- Elevation
- Custom Fields
You can select all fields or only the details your report needs. You can also resize the block, adjust borders, lock aspect ratio, move fields, and organize the layout around the media.
Step 5 – Add Project and Report Information
- Project Name
- Project Location
- Page Number
- Project Code
- Preparer
- Reviewer
- Report Date
- Client
- Project Description
- Project Time Unit
- Project Temperature Unit
- Project Measurement System
- Project First Tag
- Project Second Tag
- Project Coordinates
- Report Name
- Report Reviewer
- Report Creation Date
- Report Updating Date
You can place these fields anywhere in the layout. For example, you can create a footer section with the company logo, project name, client, preparer, reviewer, report date, and page number.
Step 6 – Add Maps and Plan Sheets
Open the Maps & Plan Sheet tab. You can add a map or plan sheet element and associate it with a selected media item, such as Media 1 or Media 2. For map and plan sheet display, you can choose:
- Triangle marker orientation for directional media
- Standard marker orientation for non-directional media
You can also define marker color rules, including:
- By Tag Count
- By Taken By
- By First Tag
- By Date
- By Direction
- By Weather
This helps readers understand where each media item was captured and how it connects to the project map or plan sheet.
Step 7 – Customize the Layout and Appearance
After adding media blocks, project fields, maps/plan sheets, customize the layout to match your reporting style. You can:
- Resize elements
- Move elements on the canvas
- Copy and paste elements
- Use keyboard arrows to adjust placement
- Add or remove borders
- Change border placement
- Adjust field spacing
- Use portrait or landscape orientation
- Zoom in or out
- Preview the template before saving
The builder allows you to create simple one-media layouts, multi-media layouts, map-based layouts, inspection layouts, and branded company report formats.
Step 8 – Add a Cover Page to the Template
From the Pages panel on the right side, click Add Cover Page. The cover page appears at the start of the report. You can use it for:
- Report title
- Project summary
- Client information
- Company logo
- Report date
- Prepared-by details
- Branding or introductory notes
Inside Cover Page Settings, you can add dynamic project fields such as:
- Project Name
- Project Location
- Project Client
- Project Code
- Project Start Date
- Project Senior Engineer
- Project Created by Email
- Project Field Engineer
- Project Junior Engineer
- Project Manager
- Project Description
The cover page editor works like a document editor, allowing you to add text, tables, formatting, and preset fields.
Step 9 – Add a Summary Page to the Template
From the Pages panel, click Add Summary Page. The summary page appears at the end of the report. You can use it for:
- Final notes
- Project conclusions
- Closing remarks
- Disclaimers
- Approval notes
- Signatures
- Company-specific closing
sections Like the cover page, the summary page can include formatted text, tables, and dynamic fields.
Step 10 – Save the Personalized Template
When the template is ready, click Save.
After saving, the template becomes available in the Create Report workflow under Personalized Templates. This allows your team to reuse the same report design for future reports.
Use a clear template name so users can quickly select the correct report format.
Step 11 – Select or Create a Cover Page During Report Creation
After selecting a report design, Filio moves to Add Cover Page (Start of Report). In this step, you can:
- Select an existing cover page template
- Click Create New Cover Page to build a new one
- Edit an existing cover page if needed
- Continue without adding a cover page if it is not required
The cover page is the opening section of the report and helps introduce the project before the media and report data begin. Click Next when ready.
Step 12 – Select or Create a Summary Page During Report Creation
Next, Filio moves to Add Summary Page (End of Report). In this step, you can:
- Select an existing summary page template
- Click Create New Summary Page to build a new one
- Edit an existing summary page if needed
- Continue without adding a summary page if it is not required
The summary page appears at the end of the report and can be used for final presentation notes, project conclusions, or closing remarks. Click Next when ready.
Step 13 – Set Report Options
The final setup step is Report Options. Here, you can customize what appears in the report before generating it. You can:
- Choose whether to show Map or Plan Sheet on the first page
- Select Map, Plan Sheet, or both when available
- Review the selected media order
- Reverse the media order if needed
- Remove media from the report before generation
- Add or select the Report Preparer
- Add or select the Report Reviewer
This step gives you one final review before creating the report. When everything is ready, click Create Report.
Step 14 – Review the Generated Personalized Report
After clicking Create Report, Filio generates the report using your selected personalized template. The report automatically fills in:
- Selected media
- Media descriptions
- AI captions
- Tags
- Weather
- Date and time
- Taken by information
- Location data
- Project information
- Report fields
- Maps
- Plan sheets
- Cover page
- Summary page
The report opens in the Filio Report Editor, where it remains fully editable.
Step 15 – Edit, Download, or Share the Final Report
After the report is generated, you can continue editing and finalizing it. You can:
- Edit text
- Update fields
- Add or remove pages
- Add or remove media
- Rearrange report sections
- Insert AI Captions as descriptions
- Add markups
- Add comments
- Tag team members or clients
- Download the report as PDF
- Download the report as Microsoft Word
- Share the report through secure link, email, or text
This gives your team full control from template design to final report delivery.
Tips and Notes
Tips:
- Use Personalized Reports for recurring formats such as weekly progress reports, inspection reports, QA/QC reports, and closeout reports.
- Add project and report fields once in the template so they populate automatically later.
- Use media blocks with only the fields your team actually needs.
- Add maps or plan sheets when location context is important.
- Use cover pages for branding and summary pages for closing notes or approvals.
- Save templates with clear names so users can quickly choose the right report design. * Review the media order before clicking Create Report.
Notes:
- Empty project fields may appear blank in the final report.
- Reports generated from personalized templates remain editable after creation.
- Marker style and marker color rules help make map and plan sheet information easier to understand.
- Cover and summary pages can be created once and reused across future reports.
Create reusable report templates that match your project workflow.