Welcome to the Montr ReportX Application Administrator Manual. This document will guide you through the various features and settings available to administrators within the Montr application. This manual is intended to help you configure and manage the application effectively.
1. Users
There are different types of users which can be grouped in users for application management/ admin panel (montr.app/cms) and the users who perform the actual inspections/ reporting with the PWA version of the application (montr.app).
For the admin panel there are two kinds of users:
Montr administrator account for adding new companies. Actually a company account with different settings then a company administrator. The Montr administrator will activate and manage the company administrators. The Montr administrator has no access to the companies.
Company administrator, one or multiple accounts for a specific company. A company administrator can be only assigned to one company.
For the reporting application there are also three kinds of users:
Reporter - the user who is performing the reporting with the application. A reporter has only a relationship with his own investigations and projects he or she is assigned to. A reporter can be assigned to multiple companies.
Reporter with project administrator role - also with reporter rights (can create and perform investigations) but has an overview of all of the investigations. Can assign and re-assign investigations and depending on the project settings can be assigned as an assessor. This is set at project level. So a user can be reporter for project A and project admin for project B.
Inspection target sometimes is also a user of the application, for example when the self inspection questionnaire is selected. The inspection target will then fill in the questionnaire himself. And there is also the option to share the investigation result (PDF) with the self inspection target where he or she can download the investigation using a link which redirects to the application
2. The administrators, company creation
A new company is created by the Montr administrator. He/she is responsible for creating a new company. When creating this new company a few key items are configured. First of all the logo is uploaded and the color of the sidebar is selected.
After that the specific company settings are set:
Is the use of projects allowed?
Is two factor authentication (2FA) required?
Is the SMS functionality enabled
What type of company? Regular company is the default setting.
Set the Company administrators
Once the Company administrator is being created, his/hers permissions are being defined - depending on provided role in the company and permissions needs, Montr administrator can give them access to specific pages.
Overview Company administrator
After creation of the company and Company administrator the ork can start. It starts with a sign in on www.montr.app/cms - the admin panel of the application. After sign in the quick menu items are on the top, buildnumber is below Montr logo in the dropdown menu on the top right:
3. Creating questionnaires
The questionnaire is one of the prime building blocks of the application. When configuring a company, one of the first tasks of the company admin is to create a questionnaire. The questionnaires can be entered through a quick link in the top menu of the application or through dropdown menu.
First step is to name the questionnaire and title the report, then to select the questionnaire type:
Normal - contains of Regular or Smart Sections, Wrap up, Plain Text Section and Report Front Page & allows users to add own questions
Letter - contains of Regular or Smart Sections, Wrap up and Report Front Page & allows user to add own questions that can be build in a specific text and generate letters
Template - contains of Regular or Smart Sections, Wrap up, Plain Text Section and Report Front Page & allows user to add own questions that can be build in a specific text and generate reports
After creation of the questionnaire a first view is shown:
4. The questionnaire
To be able to edit questionnaires please enter the edit mode via Edit questionnaire button. Important notice: After making changes it is important to finish with the last step ‘apply all changes’ otherwise changes in the questionnaire won’t be saved. Questionnaires consist of multiple types of steps (sections):
Wrap up section
This is the final part of the investigation and offers important features. Here the admin can determine if and how many signatures are required, the order and if the signature(-s) is/ are mandatory.
A specific element is the disclaimer section (text field on the top). This is also shown in the wrap up section and when selected the text in the textbox is also shown in the PDF report. Disclaimer can be set mandatory, when done then the reporter has to tick a box in the questionnaire that inspection target approves the disclaimer text.
Regular section
When creating a new step the first option is to provide the title (can be changed later) and second is to determine if it is a regular section or a smart section.
After creating the (regular) section the next phase of creation the adding of the questions, the questions are called steps. The configuration of these steps offers multiple possibilities in terms of configuration of the section:
The section name can be changed.
There is an option to present the section -despite the order in the questionnaire- as the first section in the PDF report.
It is possible to present an instruction text for each section.
When the option to add a step is clicked on the right hand side the step options are shown. First option on top is to add specific attachments with this step (question). This can be an instruction manual or a picture.
After that the question itself can be added. Below that there is also the option to add an additional instruction text.
An unlimited number of steps can be added to a section. The question types will be discussed later in this document. The order of steps can always be changed.
Each step automatically provides an additional text box and the option to add one or more pictures to the question.
There is an option to Copy steps from other sections in case your questions are repeatable in several sections you can quickly copy them.
Smart section
The difference with a regular section is that smart section offers the possibility to generate scores based on the multiple choice answers. When creating a smart questionnaire it starts with an overview how to name the section, which measurement unit should be selected (minutes, hours, currency etc.), how this final score should be represented in the report (The overall result of the questionnaire is a score of <Final Score> <Measurement Unit>.) and the final option if an how the final score should be rounded up.
After creation of the smart section the multiple choice answer options present the mandatory option to add the score which is related to the multiple choice answer. This score is not shown in the questionnaire overview of the reporter. The total score is presented at the imprint section. In the questionnaire overview in the admin panel the scores are also shown with the smart section. A questionnaire can have multiple smart sections.
Plain Text section
This section is being used to add specific text, and or information in the PDF report. The added text is not shown in the questionnaire overview of the reporter, nor the imprint section or wrap-up section. The text of the plain section is only shown in the PDF report based on the order of the sections in the questionnaire. The text can be customized (option ‘plain text’):
Report front page section
There is also the option to add a front page to the report. This front page can be configured in two different ways (letter and custom). The default setting of the front page type is that there is no front page configuration.
Important notice: there is no further preview or option to edit this section so far.
The first option is the letter. This option is being used as a introduction letter with the report. It will give the administrator the option to configure a letter with company logo, address settings, salutations etc. See the different options below:
The other option is to add a custom front page.
Miscellaneous
The title of each questionnaire can also be changed, there is also the option to change the name of the report (by default this is set as the questionnaire title). See screenshot below:
Important notice: After making changes it is important to finish with the last step ‘apply all changes’ otherwise changes in the questionnaire won’t be saved.
After creation of the questionnaire it is always possible to make changes, updates etc. to the questionnaire. Keep in mind that after updating the questionnaire only the investigations which are created after the update will use this new version. Investigations which were created before the questionnaire update will not change.
5. Question types
When the questionnaire and a section is created the next step is adding the questions to the section. When the option ‘Add step’ is selected a new question can be added to the question:
There are multiple features per question.
There is the option to add attachments (PDF, pictures etc.) to this question. Mostly used for adding instruction or documentation. The exact question can be added and optionally the instruction text.
There is also the option to make this a ‘mandatory’ question. Meaning that it should be answered otherwise the investigation cannot be finished.
There is an option to Copy steps from other sections in case your questions are repeatable in several sections you can quickly copy them.
And there is the option to select the question type:
Text
This is the default question type which allows the reporter to add text (or use speech to text functionality). There is no hard limit to the amount of text a user can add to this question type.
Multiple choice
This question can be configured with an unlimited number of multiple choice answers (options). There is also the possibility to set a minimum and/or maximum numbers of required answers.
Table
Another option is to add a table to a question, a convenient option when for example a bigger number of data needs to be entered for a specific question. Multiple rows and headers can be added (use + sign) or removed (use x sign).
Date / Date only
There is also the option to create a question where the user can add the date and time (or only date) when entering a property for example, or select a specific date when an application needs to be executed.
See screenshot below from the reporter application:
Personal details
With this option there is a possibility to add one or multiple fields to the questionnaire (use + sign) of your choice or Select AI recognized fields from the list.
Audio
This question type is the one which provides speech to text translations from uploaded audio conversations.
6. Pairing questions
The option to pair questions with each other has been introduced to prevent that reporters have to fill data/ answers for similar questions more then once. In some questionnaires there are similar questions in different sections. By ‘pairing’ these questions the answer of question A is also automatically filled in question Z when both questions are paired. Important precondition is that both questions are similar in text, and answer options (when multiple choice). It is also possible to pair with a smart section. In that scenario the result of the smart section will be displayed in the paired question.
The option to pair questions is only possible after creation and saving of the question. When making a change to an already existing question the option to pair becomes visible, see screenshots below - select option ‘add connected result’. Select the question or the (result of) smart section with which needs to be paired.
7. Results
The result section in the admin panel shows the overview of finished investigations grouped per questionnaire:
After selection of the questionnaire an overview of finished reports is shown, grouped on date:
Click on any investigation and the option on the right hand side (top) is there to download the report:
There are multiple ways how inspection targets are created. They can be created by reporters, they can be created with uploading a file and they can be created by the company administrator. The exact setting of the inspection target (which address details) are configured in the company settings.
A company admin can manually add an inspection target - select option ‘create inspection target’. After creation of the inspection target it still needs to be connected to a project (when the projectsetting is configured). This needs to be done in the project settings.
The other option is to import an excel file with inspection target. Up to 300 inspection targets can be uploaded at once. For this select the option ‘upload file'.
Both the reporter (when allowed in the company settings) as the company administrator can create investigations. The company admin creates investigations for reporters. Before creating the investigation the company admin should make sure that new inspection targets are also allocated to the appropriate project.
When the company administrator selects the option investigation, clicks on the button ‘create investigation’ and provides a name for the investigation the different select options are shown:
When all items are selected the investigation can be created. Beware that all items are mandatory for creating the investigation except the date/ time option.
There is also the option to generate a ‘dossier’ of multiple finished investigation and create one PDF of multiple investigation. For this select the button ‘create multiple investigation report’ on the right hand top side of the investigation overview page.
Self inspection investigations
For reporters there is also the option to create a ‘self inspection investigation’, this feature enables the reporter to invite the inspection target to receive a link by email which will open the application on the smartphone/ tablet of the inspection target. He or she is then asked to fill in the questionnaire (and finish it). After each step the questionnaire is synched and the reporter can see which questions are answered (reporter cannot edit the self inspection questionnaire). This 'self inspection option is presented when creating an investigation:
When selected the URL and 2FA SMS code is shown. When the ‘video call’ option is selected for both inspection target and reporter a video screen will appear after opening the investigation. Whereby embedded is used for this video solution.
The reporters are managed by the company administrator. New reporters can be added. When added they immediately receive an email with request and link to set their password. Username is always the email address. A mobile phone number is mandatory when 2FA is set at company creation.
Already existing reporters can be updated, deleted or the link for resetting the password can be send in the reporters section:
11. Report approval & change reporters
In the project settings the company administrator can determine of a reporter needs to request for approval of a finished investigation. When the option is activated the assessor (also a project admin) receives a request to asses an investigation. When the assessor opens an investigation which needs to be assessed the status will change into ‘under assessment’. The assessor can approve or decline the investigation.
After that the reporter can finish the investigation (after approval) in the wrap-up section or make changes and apply for assessment again.
The assessor is the project admin with the orange color. This color is set after selecting the project admin, when you press Yes the color is set at orange (project admin with assessor role), or press No and the color is set at blue meaning the project admin role (no assessor). It is a mandatory setting to have at least one project administrator with assessor role, even when there is no reporter which needs to be assessed.
Selection of the reporters with the project offers the ability to select them for being assessed. When adding a reporter to a project multiple roles within the project are shown:
The red colored section is for the reporter whose reports always needs to be approved by the assessor. The green option is for reporters who can determine themselves if they need to request for report approval by an assessor. Grey option is selected when no report approval is required.
When the report is assessed the name of the assessor and date of assessment is always displayed in the PDF report.
Changing a reporter of an already started, or finished investigation is also possible. This can be done by company administrators and project admins. It is simple and straightforward: open the investigation and select the option ‘Reassign reporter’:
After clicking the button the administrator can select to which reporter the investigation needs to be reassigned:
After reassigning the investigation both reporters receive a message. For the first reporter an e-mail message that his/her investigation was changed by administrator X to reporter Y. And also the reporter with the investigation assigned receives an email message.
The application also offers the possibility to send SMS messages and automated phone calls to reporters. These can be bulk messages, or directed at specific employees. Messages can be pre configured.
It is important that this option is selected when the company is created. Sending messages can be done from the reporter panel. Pre defined messages can be configured in the company settings.
With projects both administrators and reporters can organize the work. It helps to keep an overview of the ongoing work and it also helps to make sure only the people who should have access to information are granted acces. Projects are created by the company administrator, same for selection of the project admins. The company admin will create the project and configure it:
Each project can have different settings. In a project the questionnaires, reporters and inspection targets are grouped. Multiple questionnaires and reporters can be assigned to a project. The option report forwarding means that the final report can also be shared with the inspection target (or other colleagues), the SMS reminder means that the inspection target receives (12 and 24 hr beforehand) a SMS reminder that an investigation is scheduled. Of course only when a date and time is set when the investigation is scheduled. Auto delete settings can also be configured specifically for a project.
One or more reporters can be assigned as ‘project administrators’, meaning that they are assigned as administrators of this project and they:
Have an overview of all of the investigations
Can make changes to the project
Can make (un) assign reporters
Can generate management reports
Select if reports can be forwarded to inspection targets
Determine when finished investigations and inspection targets will be deleted
The project settings are shown in the overview which is presented in the navigation of the reporting application ‘projects management’.
Expanded project settings are being used for projects which are aimed for example a single company or other entity at or for which multiple different investigations will be done. By adding the company ID the details of such a specific organization will be fetched from the company register (Dutch Chamber of Commerce).
Both company administrators and project administrators can generate management reports. These are xls and csv files with different overviews. For example an overview of reports (and time per report) per employee, or an overview per questionnaire or an overview of investigations for a specific timeframe.
14. Company specific settings
Sending reminders
When reporters need to finish the investigation within a specific timeframe after creation a reminder can be set. This wil notify the reporter about the fact that the investigation has not finished. The default setting is zero, meaning no reminder will be sent.
Auto delete
To ensure GDPR compliance it is important to apply proper removal terms of personal and/ or other information. The application works in a way that finished reports are set for removal from the database after X period of time. After the report is removed a second setting can be applied, removal of the inspection target. The inspection target can only be removed when there is no investigation connected to the inspection target. Autodelete setting is zero by default meaning nothing will be deleted. Max term is 999 days. After setting the number of days don’t forget to press submit.
Map selection
In the reporter app (PWA) there is the possibility to display two types of maps with an overview of (I) inspection targets and (II) with investigations. Both maps, or just one can be displayed. The map opens in the center of circle with all of the map locations. In this map it is also possible to delete investigations/ inspection targets. Maps are only visible for the reporters.
Multiple companies
One reporter can be part of multiple companies. This offers the benefit that a report can use multiple ‘apps’ (companies) for totally different inspection activities. To make this enable select the button.
After this selection the company admin can ‘invite’ already created users to join this company.
Permission to add inspection targets
The company administrator can decide if it is possible for reporters to add new inspection targets (to the projects) themselves.
Deleting inspection targets & investigations
The company administrator can also decide if the reporters are allowed to delete inspection targets and/ or investigations. Of course the company administrator can always delete investigations and inspection targets.
Allow speech to text
With this setting can be decided if the use of the speech to text/ text to speech API (Google) is allowed.
The use of this API enables multiple features, see screenshot below from reporter app:
Dutch text (question) to speech in any selected language <blue arrow>
Enable speech (selected language) to text (annotate speech) <green arrow>
Translate text (non Dutch) to Dutch <red arrow>
Enforce the use of SSO
It is possible to connect the Montr App with the Azure Directory (SAML) of the company. When this is done and reporters have permission in company AD to work with the Montr they can use the ‘sign in with Microsoft’ button for log in. It can be used for both reporter as admin panel.
When the option is selected to enforce the user can only sign using SSO. ‘No’ is the default setting.
Report generation
This setting determines if the reporter himself can generate/ download the report after finishing the investigation. The company administrator can always create/ download investigations.
Report configuration
The exact lay out of the report (PDF) can be configured here. The report settings will apply to all of the questionnaires of a company.
SMS reminders for scheduled investigations
When the SMS reminders are set in the project settings (by the project admin) the message which will be used for sending the email reminder of the upcoming appointment to the inspection target can be configured here. The email reminder will be sent 12 and 24 hrs before the start of the scheduled investigation/ appointment (time and date should be selected when creating the investigation).
SMS messaging from company admin to reporters
With these settings the SMS messages/ automated phonecalls which can be send to employees are configured. It is possible to add multiple messages.
Inspection target form configurator
Each company can select which fields belong to the inspection target. Usually name, address etc. But also other objects or companies can be an inspection target. When other fields are required they can be added by Montr on request of the company. The different fields can be selected, set at mandatory and also dragged into the correct order.
Instruction
The final option is the instruction symbol which can be added at a few important pages (startscreen, investigation overview, selfinspection questionnaire) in the application. This is used for redirecting the user to a new tab with instruction (URL).
The user in the reporter/ self inspection questionnaire will see a clickable ‘hand’ which will redirect to a new tab with provided URL:
Final
This manual provides an overview of the key features and settings available to administrators in the Montr Reporting Application. Use this guide to configure the application to meet your organization’s needs and ensure efficient management of reporting and investigation processes.
For further assistance, please refer to the in-app help resources or contact Montr support: helpdesk@montr.nl or +31 70 22 11 993 or use in app chat.
This document is designed to be clear and comprehensive, ensuring administrators can manage the Montr Reporting Application effectively. If you need any further assistance or have any suggestions for improvement or questions, please feel free to reach out.
