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Generating the Comments Report

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Gary Christensen
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Overview

The Comments Report is an export to Microsoft Excel containing all of the comments in a project, division, or section.

This article contains:

Generating the Comments Report (.XLSX):

Follow these steps to generate a Comments Report.

  1. Access a section within a SpecLink Cloud project.

  2. Click the Reports icon in the toolbar.

    reporting_button.png

  3. From the "Select Report..." drop down menu, select Comments Report (Export to Excel only).

    select_comments_from_menu.png

    When the Comments Report is selected, the menu will provide additional options.

    reporting_comments_report.png

  4. Review the following options and select if necessary:
    • Include paragraph text: Selecting this option will populate a column in the exported spreadsheet with the paragraph text from the section.
    • Include author: Selecting this option will display the section suffix (author) along with the section id (eg: “RIB” in 031000-RIB).

  5. Select a Scope of Report:
    • Project: Export the comments from the entire project.
    • Branch: Export the comments from the selected Division. A pull down menu of all available Division will appear. The currently accessed division will appear as the default.
    • Section: Export the comments from the selected Section. A pull down menu of all available Sections will appear. The currently accessed section will appear as the default.

  6. Click Export.

    reporting_export.png

    An Excel spreadsheet (.XLSX) file will be automatically downloaded to your Downloads folder.

The exported spreadsheet will contain the following information:

Division Number  Ex. "03"
Division Name  Ex. "Division 03 - Concrete"
Section Number 

Ex. “032000 - RIB" Includes author if "Include author" checkbox is selected in the Reporting dialog 
Section Title  Ex. "Concrete Reinforcing"
Sequence Number  Ex. "0072"
Paragraph State  Active or Inactive
Paragraph Text  Text that appears in the section
Comment State The status of the comment. Ex. "Draft", "Ready for Review", "Pending", etc. Click here for the full list of comment status options.
Comment Text Text that appears in the Comment Box
Comment By  Name of user who entered the comment
Comment Date & Time Format will follow date settings configured in the project Summary Info
Comment Priority Critical, High, Medium, Low, or Not Set.

Note: Column filters are applied to export automatically so that you can easily filter (eg: show only paragraphs that have “Draft” comments) within the Excel file.

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Customizing File Names

The Reporting menu provides the tools to customize the file name formatting. 

file_name_format_button.png

Read the full article and watch the Customizing File Name when Exporting video here.

Watch the video below to see the steps for generating the comments report in action:

 

Learn More:

 

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