Work by Client Report PDF Export

1. What does this feature do? (High-Level Overview)

This feature lets the team export a work report grouped by client. The report can be downloaded as a single PDF when it belongs to one client, or as a ZIP file with one PDF per client when more than one client matches the filters.

2. Who is this for? (Roles & Permissions)

• Superadmin: Can export the report.
• Admin: Can export the report when they have access to the location and the required permission.
• Owner: Can export the report within their locations when they have the required permission.
• Manager: Can export the report when they have the required permission.
• RBT/Analyst: Can export only the information they are allowed to see, depending on their permissions and location access.

Required permission: export_notes.

3. Business Rules & Enforcements

• Rule 1: The user must choose at least one way to identify the report, such as a location, a client, a provider, or specific note IDs.
• Rule 2: If the report is requested by location only, the date range must be included and cannot be longer than one year.
• Rule 3: If specific note IDs are provided, the date range is not required.
• Rule 4: If the selected filters do not return any information, the system shows an error that no data was found.
• Rule 5: If the result belongs to one client, the system returns a PDF directly.
• Rule 6: If the result includes more than one client, the system returns a ZIP file with separate PDFs inside.
• Rule 7: The report respects the user’s allowed access to locations and notes.
• Rule 8: The report cannot include more than 4,000 notes.

4. UI Placement

The report is shown in Reports > Logs Report.

The export button is labeled Export Work by Client Report.

Visible filters on the screen:

• From
• To
• Note type
• Insurer
• Client
• Status
• Provider
• Billed / Paid

The location is used by the export logic through the current context, even if it is not shown as a visible filter.

5. How-To Guide (Step-by-Step)

Scenario A: Exporting a report for one client

1. Open the report screen.
2. Select a single client or apply filters that only return one client.
3. Add any extra filters if needed.
4. Click the export button.
5. The system downloads a PDF for that client.

Scenario B: Exporting a report for several clients

1. Open the report screen.
2. Select a location, provider, or filters that return more than one client.
3. Add the date range if the report is being generated by location.
4. Click the export button.
5. The system downloads a ZIP file containing one PDF per client.

Scenario C: Exporting by specific note IDs

1. Open the report screen.
2. Enter the note IDs you want to include.
3. Click the export button.
4. The system generates the report only from those notes.

Scenario D: What the user sees after exporting

1. If the report is a ZIP file, the download starts automatically.
2. If the report is a PDF for one client, the file is downloaded directly.
3. If the export finishes successfully, the screen shows a success message.

6. What happens if…? (Edge Cases / FAQ)

• Q: What happens if I do not select any filter?
  • A: The system shows an error asking the user to select a location, client, or provider.
• Q: What happens if the date range is too long?
  • A: The system blocks the export when the report is being generated by location and the range is longer than one year.
• Q: What happens if there is no data?
  • A: The system shows a message saying that no data was found for the selected filters.
• Q: What success message does the user see?
  • A: The screen shows different success messages depending on the result: one for ZIP downloads and another for direct PDF downloads.
• Q: What error message does the user see if the export fails?
  • A: The screen shows a general error message saying that the PDF could not be generated and the user should try again.

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APPENDIX

Summary of the output

• One client found: direct PDF download.
• More than one client found: ZIP download with multiple PDFs.