This article explains how to run a report on an individual record in Assure using the Quick Search feature. Quick Search allows users to locate a specific record by entering its Reference number or another known field value, without applying a full module Filter. Once the record is located in the Quick Search results panel, the user accesses the Cog Wheel Menu (a dropdown menu attached to each search result row) and selects the Report option. The report opens in the default output format configured for that Module in Module Setup. This workflow applies to all Assure Modules that support Quick Search and reporting. The available Report option is controlled by the user's Role Permissions.
Overview
Quick Search is a feature in Assure that allows users to rapidly locate records by searching specified fields or columns within a Module (a functional component of Assure designed to manage a specific area of health, safety, and risk processes). It is possible to run a report on an individual record in Assure when using the Quick Search function. If you know the Reference of the record, or another key detail, this may be quicker than running a Filter.
Prerequisites
| An active Assure user account with access to at least one Module. |
| Role Permissions (a set of access rights defining what actions a user can perform within specified Modules and Organisational Units) configured by a system administrator. The options visible in the Cog Wheel Menu depend entirely on the permissions assigned to the user's role. |
| The Report option must be permitted in the user's Role Permissions for the relevant Module. |
Steps
1. Navigate to the Required Module
Navigate to the relevant Module in Assure (for example, Incident Record, Risk Assessment, Audit).
2. Open Quick Search
Click the Magnifying Glass icon on the right-hand side of the record list view to open Quick Search.
3. Search for the Record
Enter a search term in the Quick Search search box. Assure searches across the configured Quick Search Columns (the data fields currently set to appear in Quick Search for that Module).
| Tip: If you know the Reference of the record, or another key detail, using Quick Search may be quicker than running a Filter. |
4. Locate the Record in the Results Panel
Locate the record in the results panel.
| Note: If a user clicks on a record row (not the Cog Wheel icon) in the Quick Search results panel and the user has edit privileges, the record opens in edit mode. If the user does not have edit privileges, the Detail View (read-only) opens instead. |
5. Open the Cog Wheel Menu
Click the Cog Wheel icon next to the record. A dropdown menu appears showing the options available to your user account based on your Role Permissions.
| Note: The options visible in the Cog Wheel Menu depend on each user's Role Permissions. A user will only see options they have been granted permission to use. If the Report option is not visible, contact your Assure Administrator to review your Role Permissions for the Module. |
6. Select Reports
Selecting Reports opens the report options for that record. Available report output formats are: PDF, Word, Excel, and Report Viewer. The report list and its default formats are configured in Module Setup under Settings.
AI Metadata
- Product Area: Assure - Modules (Reports and Quick Search)
- User Role: All Assure users (report option visibility depends on Role Permissions)
- Tags: #Assure #QuickSearch #Report #CogWheelMenu #RecordActions #Module #Filter #Reference #RolePermissions #ModuleSetup #PDF #Word #Excel #ReportViewer
- Version/Region: All Assure versions; all regions
- Important synonyms: Quick Search (module search, record search, magnifying glass search); Cog Wheel Menu (cog menu, cogwheel menu, menu cog, record actions menu); Report (run report, print report, generate report); Filter (filter view, record filter); Reference (record reference, record number, record ID); Module (Assure module, functional module); Role Permissions (user permissions, access rights)
- Suggested embedding keywords: run report quick search Assure, quick search report record, cog wheel menu report, Assure report individual record, quick search magnifying glass, generate report from search results, report via quick search, Assure record report PDF, quick search cog menu, report without filter Assure
- Relevant modules and explicit mention of cross-module implications: This workflow applies to all Assure Modules that support Quick Search and reporting (Incident Record, Risk Assessment, Audit, Equipment Register, Person Register, Supplier/Contractor Register, and others). There are no cross-module workflow implications; the report is generated within a single Module at a time. The default report format and available reports are configured per Module in Settings > System Configuration > Module Setup > Reports tab.