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.

On the web site Tree Safety spreadsheet page, use the Site/Survey drop down boxes and the Search button to select what data to appear in the report. Then press the Reports button to select which report to create.

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.

  1. The Site and Survey drop down boxes provide the simplest means of selecting the data.
  2. Optionally, you can also apply Search filters to the various columns on the table. Press the Search button at the top of the table. Setup rules that will filter the data shown in the table. You can setup search filters on several columns at once by adding new search rules.  For example: “Only show Ash trees that have life stage of Over Mature”. Press the Search button to apply the search. Once you are happy that the data in the table looks correct, press the Close button.
  3. Finally, you can sort the table. See the column names along the top of the table; click on a column name to sort the data by that field. A little triangle symbol appears beside the name. Click again to swap between 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 Tree Safety spreadsheet page on the OTISS web site. In the Reports-> PDF Reports dialog 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.

These PDF reports cannot be customised directly. It is better if you create an Excel report (see below), customise it, and then use Excel File-> SaveAs and set the “Save as type” to PDF (*.pdf). This approach gives you more flexibility to achieve the required layout and format.

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

In the Reports dialog you will find the following pre-defined Excel reports.

  • Report (with/without photos): A basic report listing all the trees 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 tree is included (i.e. highest Pnnn number). You can select which photo to use for a tree 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.

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.

TreeSafety 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 – see the Excel Complete reports for the summary data.
Field IdExample OutputNotes
Ref
Reference
Tree No.
T103Any of these Field Ids can be used.
Other ReferenceDBC-203 
SpeciesOak
‘variety’
(Quercus sp.)
Combine common, botanical name and category/variety. Groups will list all the tree species.
Common NameOak
Ash, Common x7
Groups will list all the tree species.
Botanical NameQuercus sp.
Prunus avium x3
Groups will list all the tree species.
Categoryvariety 
StructureGroup 
Num Stems4As recorded for multi-stemmed trees, or the total NumTrees recorded in the group.
Full StructureGroup
(23 trees)
Combines structure and number of stems/trees
Height11.0 
DBH50.0 
Crown Radius7.5 
ConditionGood 
Life StageMature 
Life Expectancy30+ 
MeasurementsHeight(m): 11
Crown Radius(m): 1
DBH(cm): 1
Life Stage: Newly planted
Life Exp.: 9+ Years
Combine all the tree based 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 the tree location and risk targets. 
Survey NotesWhatever text was entered for the survey notes. 
   
Risk AssessmentRisk Factor 1: [customise survey on website TreeSafety page]
Risk Factor 2: Use for risk assessment, ISA, THREATS, etc
Risk Factor 3: Use for risk assessment, ISA, THREATS, etc
Risk Factor 4: Use for risk assessment, ISA, THREATS, etc
Risk Category: No Calculation configured
Combine all risk factors and category, using the configured field names and values. Does not include any fields marked as ‘hidden’.
Risk Factor140% 
Risk Factor2critical 
Risk Factor3probable 
Risk Factor424 
Risk CategoryLow 
   
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. For Groups, woodlands, etc
Boundary7.45Calculated boundary length of polygon in metres. For Groups, woodlands, etc
   
SiteSite NameSite 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.The survey reference.
SurveyorPaul MoranUser’s name
Inspected11 July 2014Date of the inspection.
Inspected Time11 July 2014 14:35Date and time of the inspection.
Inspect Period2 Years 
Inspection Due11 July 2016When the next inspection is due, as calculated from ‘Inspected’ and ‘Inspect Period’.
   
customNum11 
customNum2150 
customNum31 
customText1Good 
customText2High 
customText3option a 
Measurements2Other Reference: 1
Distance to main target: 1
Budget £ (est.): 150
You customise: 1
Amenity Value: Good
Wildlife Value: High
You customise: option a
Combine all the CustomText and CustomNum fields and values. Does not include any fields marked as ‘hidden’.
   
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 months
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.
CAVAT Value£19,822The result (£) of the CAVAT valuation.
TEMPO DecisionDefinitely merits TPO(16+)
Does not merit TPO(7-11)
The Decision Guide result of a TEMPO valuation.