OTISS provides a range of pre-defined Excel and PDF reports to provide summary charts and detailed information about the surveyed trees. In addition, you can customise your own Excel Report Templates (styles, colours, columns, charts, etc.) and OTISS will fill in the data. You can then save the Excel spreadsheet as a PDF document, or copy the Excel charts and data tables into your final report.

Selecting, Filtering and Sorting Data

Before you generate any of the Excel, PDF, CAD or GIS reports, you must first select what data to include in the report. This is done on the web site by selecting what data appears in the Furniture spreadsheet page.

  1. The Site and Survey drop down boxes provide the simplest means of selecting the data.
  2. In addition, you can apply filters to the various columns on the grid. Hover the mouse over the column name, and then click on the little triangle symbol that appears. Apply a suitable filter to limit the data shown. You can setup filters on several columns at once. For example:
    • Only show trees that have life stage of Mature or Early Mature.
    • Only show ‘Ash’ trees
  3. Finally, you can sort the table. Once again, hover the mouse over the column name, and then click on the little triangle symbol that appears. Sort a column in ascending or descending order. Only a single column can be sorted at a time.

The site/survey selection, filters and sorting you have setup on the table will all be used when generating the PDF, CAD and Excel reports.

PDF Reports

A few example PDF reports are available from the Furniture spreadsheet page on the OTISS web site. Under the Reports-> PDF Reports menu you will find the following:-

  • Summary: A set of useful summary charts and tables.
  • Report: A basic report listing all the trees surveyed.
  • Recommendations: A prioritised list of the recommendations made as part of the survey – ordered by urgency/priority. Those marked as ‘completed’ or with timescale=NoAction will appear at the end of the list.

To create a customised PDF report,

  1. Generate one of the pre-defined Excel Reports (below), make any required changes and use Excel File-> SaveAs and set the “Save as type” to PDF (*.pdf).
  2. Use the Excel Report Template feature (below) and then save the resulting Excel spreadsheet as a PDF document.

CAD Reports

The survey data can be imported into CAD drawings. Read more…

GIS Reports

The survey data can be downloaded in a variety of GIS formats. Read more…

Excel Reports

Under the Reports-> Excel Reports menu you will find the following pre-defined reports.

  • Report (with/without photos): A basic report listing all the items surveyed.
  • Recommendations (with/without photos): A prioritised list of the recommendations made as part of the survey – ordered by urgency/priority. Those marked as ‘completed’ or with timescale=NoAction will appear at the end of the list.

For the reports with photos, the most recent photo for each item is included (i.e. highest Pnnn number). You can select which photo to use for an item by setting the required photo’s Category to ‘Report’. If there are several photos with a Category of ‘Report’, then the most recent of these is included.

  • Complete report: A multi-page spreadsheet showing all possible columns and charts. This is intended as a report that you would cut down and extract just the bits you need.
  • Raw data: A spreadsheet of the raw data that was collected as part of the survey. This report is intended as a means for you to download and archive the survey data.
  • For compatibility with older Excel versions, there is also a limited number of the older Excel 97-2003 format reports. But it is recommended to use the newer Excel report format.

To generate one of these pre-defined reports:-

  1. Select the Site and Survey, and setup the column filters and sorting to show the data you wish to appear in the report (as described above).
  2. Under the Reports menu, select the required report. Save the file on your computer.
  3. Open the report in Excel and adjust style and colours, remove un-wanted columns, etc.
  4. For PDFs, use Excel File-> SaveAs and set the “Save as type” to PDF (*.pdf).
  5. Or, cut-and-paste the charts and tables into your final report.

Note: your web browser may block the report and will be required to “Allow Popups” for the www.otiss.co.uk website.

Note: The reports are generated in a separate browser tab/window. This may take some time for larger reports or reports with photos. While it is being generated, you can continue to work on the OTISS website.

Copy Excel tables to a Word document

Once you have generated the Excel report, you may wish to copy some or all of a data table to a Word document. Laying out lots of data in a document is never easy. You may wish to consult the help manuals and tutorials about Word to learn more ways to deal with tables. The simple way to get started is as follows.

  • In Excel you can select and Copy the columns you need.
  • Open the Word document and Paste them into the appropriate part of the document. This will create a Word table containing the data.
  • Do a mouse click-right over the inserted table and you should see a menu with some table options. There are several “AutoFit” options; the option “AutoFit to Contents” is often a good place to start.

Excel Template Reports

This feature allows you to create a customised PDF or Excel report. You can create a set of Excel Report Templates to layout your company style, fonts, colours, column widths, border, formatting, etc. Select which data columns to include in the tables and add summary tables to provide some key statistics: e.g. condition, species, etc. So rather than post-processing the report, you can do most (if not all) the work beforehand!

Please read the information at Excel Report Templates to understand how to prepare and use the Excel Templates.

Furniture Excel Data

The table below provides a list of all the possible data that you can put into the Excel reports. Consult this table while you are preparing your Excel Report Templates.

  • The Field Id is the keyword/name that you MUST put into the Excel template table header rows. OTISS will be looking for these Field Ids so it knows what data to put into which columns.
  • Most of the Field Ids listed below are exactly the same fields that you used on the survey form. The data is the values you entered during the survey and the Field Id in the header row will be replaced with the Field Name that is configured on the Customise Survey page.
  • In addition, there are several other Field Ids listed below that provide useful combinations or especially formatted variations.
  • Some of the survey fields can also be used in the Summary tables.
Field IdExample OutputSummary TableNotes
Ref
Reference
T103 Any of these Field Ids can be used.
TypeBenchYes
CategorySub TypeYes
StructureGroupYes
Height11Yes
Width50Yes
Length7.5Yes
Num Items2Yes
MeasurementsHeight: -3896.582
Length: -9963.718
Width: -6044.801Custom Number 1: 6511.736
Custom Number 2: 4887.466
Custom Number 3: -5089.758
Colour: 1234567890
Construction: 7
Custom Text 3:
Combine all the measurements. Does not include any fields marked as ‘hidden’.
Photo

Photo NoCaption

The most recent photo is shown (i.e. highest Pnnn number). You can select which photo to use by setting the required photo’s Category to ‘Report’. If there are several photos with a Category of ‘Report’, then the most recent of these is included.

Use the column name ‘Photo NoCaption’ if you don’t want the caption to be shown.

DescriptionDescription of location or purpose.
InscriptionInscription on a sign or bench, etc.
Survey NotesNotes on the condition.
ConditionGoodYes
LocationPOINT (-0.0000004885501829 50.99999994079486)Location shown as WKT with latitude and longitude.
Easting540434.126 digit O.S. Easting
Northing824193.876 digit O.S. Northing
Grid RefSX 12345.67 45678.90A grid reference format with centimetres.
Grid Ref 10SX 12345 45667A 10 digit grid reference. Accurate to 1 metre.
Grid Ref 8SX 1234 4567An 8 digit grid reference. Accurate to 10 metres.
Grid Ref 6SX 234 543A 6 digit grid reference. Accurate to 100 metres.
Area22.23Calculated area of polygon in square metres.
Boundary7.45Calculated boundary length of polygon in metres.
Line Length57.45Calculated length of line in metres.
SiteSite NameYesSite Name. Column Name can be ‘Site’ or ‘Zone’.
SitesSite Name1; Site Name5; Site Name7;List of all the sites where this item is geographically within the site boundaries.
SurveyInitial tree survey.YesSurvey reference
SurveyorPaul MoranUser’s name
Inspected11 July 2014Inspected Date
Inspected Time11 July 2014 14:35Inspected Date and Time.
Inspect Period2 YearsYes
Inspection Due11 July 2016When the next inspection is due, as calculated from ‘Inspected’ and ‘Inspect Period’.
customNum11Yes
customNum2150Yes
customNum31Yes
customText1GoodYes
customText2HighYes
customText3option aYes
RecommendationsRecommendations 1:
first one
Timescale: 1 Month

Recommendations 2:
second one (if present)
Work Completed on 12-Oct-26
Work Notes: all work done except…

Long term Recommendations:
third one (if present)
Timescale: 1 Year
Combined text showing all the recommendations. Does not include any fields marked as ‘hidden’.
Recommendation1Whatever text was entered for the recommendation.
Timescale13 monthsYes
Work Due111-Jul-14Recommendated date for completion, as calculated from the ‘Inspected’ date and ‘Timescale’.
Work Timescale111-Jul-14 (3 Months)
Work Completed on 12-Aug-15
Combined WorkDue and Timescale, or the Work Completed on date.
Work Date1
Work DateTime1
12-Aug-15
12-Aug-15 12:43
The date or date/time when the work was marked as completed.
Work Name1Peter JoulesThe name of the OTISS user that marked the work as completed.
Work Done1 Whatever text was entered for the works notes.
Recommendation2
Timescale2
Work Due2
Work Timescale2
Work Date2
Work DateTime2
Work Name2
Work Done2
As above… As above for the recommendation2 fields…
Recommendation3
Timescale3
Work Due3
Work Timescale3
Work Date3
Work DateTime3
Work Name3
Work Done3
As above… As above for the recommendation3 fields…
Recommendation
Timescale
Work Due
Work Timescale
Work Date
Work DateTime
Work Name
Work Done
As above… When doing Recomendation-only data tables, use the column name ‘Recommendation’, ‘Timescale’ rather than ‘RecommendationX’, ‘TimescaleX’, etc.