How can I export a report on risk assessments?
Based on the recorded assessments, you can create several types of reports for a specific site, covering a selected date range. You can choose between a simple data export and a complex, AI-supported, validated PDF document.
Export steps:
- Navigate to the “Sites” view and select the site for which you want to create a report.
- Click the “Risk Assessment export” icon/button for that site.
- In the pop-up window, select the date range for the report.
- Choose the desired format: CSV, XLSX, or PDF.
- If you choose PDF format, select the content:
- Data only: The report contains the recorded data in a tabular format.
- Data + AI analysis: In addition to the data, the report includes a text analysis generated by artificial intelligence. This feature is subject to mandatory professional validation.
- Click the “Generate Export” button. The next steps will depend on the selected content.
How does the AI Assistant work?
When you are working in a text field, a discreet AI icon will appear within the editor interface. You can summon the assistant by clicking on it.
- Requesting help: Click the AI icon. A small window will appear where the AI offers three quick suggestions relevant to the context (e.g., “Fix grammar mistakes,” “Rephrase for better clarity”).
- Giving a command:
- Choose one of the suggested buttons, OR
- Click the “Other…” button and type your own custom instruction (e.g., “Rewrite this in a more professional tone,” “Make this shorter and more to the point”).
- Executing the modification: After selecting or typing a command, the AI will process the request and modify the current text in the editor accordingly. Important: This action costs 1 AI credit.
- Review and accept: The text modified by the AI will immediately appear in the editor. Please always read through and check the result carefully! You are responsible for the accuracy of the content.
What does it cost to use the AI Assistant? Are there any limits?
The use of the AI Assistant is based on a credit system to ensure the quality and availability of the service for all our users.
- Requesting suggestions (free): When you open the AI Assistant, the first step – loading the quick suggestions – does not cost any credits. You can use this free of charge to explore the possibilities.
- Modifying text (1 credit): When you have the text modified with a specific command (either by choosing a button or typing a custom instruction), it will deduct 1 AI credit from your daily limit.
- Daily limit: Every user has a daily credit limit. If you reach this limit, you will not be able to modify more text with the AI that day, but the limit will reset the next day.
What commands can I give to the AI?
The AI Assistant is flexible, but for the best results, it’s worth giving clear, specific instructions. The assistant has been configured as a pest control and documentation expert, so it provides the best responses to requests of this nature.
Good examples of commands:
- “Correct all grammar and spelling mistakes.”
- “Rephrase this paragraph to have a more professional tone.”
- “Make this text shorter and easier to understand.”
- “Expand this section with preventive measures against rodents.”
- “Translate this text to English.”
Important note on how it works: Although you may refer to a single paragraph or section in your command, the system technically always sends the entire text for analysis. The AI is advanced enough to identify the correct part of the text based on your command, modify only that part, and then return the full, updated text. The result is therefore a targeted modification within the entire document.
Feel free to experiment with custom commands via the “Other…” option to get the most out of the assistant!
Validating and Editing AI-Generated Content (Mandatory Step)
Whether you are correcting text with the AI Assistant or using another AI feature, the system generates a text suggestion. It is your professional responsibility and duty to carefully read the modified content and, if necessary, further refine it with the built-in text editor to match reality and your professional standpoint.
AI Disclaimer
Together for the best results: The AI tools at ipmflow.com support your expertise by processing data. For the best results, please provide accurate data and clear instructions. As AI technology is constantly evolving, the generated content always requires your careful professional review. You are responsible for the accuracy of the final result and its intended use. Thank you for your responsible cooperation!
By saving the document, you accept that you take full professional responsibility for the finalized content.
What is a validation stamp and why is it important?
Every AI-supported PDF document you validate receives an official validation stamp. This certifies that the document has been reviewed and approved by a professional. The stamp is also crucial for compliance with the EU AI Act, as it records professional accountability.
The stamp contains:
- Your name (or, in its absence, your login email address)
- The exact date and time of validation
- A unique document identifier
Make sure the “Professional Name” field is filled out correctly in the “Settings” menu.
Where can I find previously generated, validated documents?
Every AI-based Risk Analysis and IPM Program you validate is automatically saved to the Document Management System, where they are retrievable for 5 years. This ensures long-term archiving and compliance.
You can access the Document Management System by clicking the “Documents” button in the interface. Here you can search among your previously generated, certified documents.
What should I do if I find an error in a document that has already been validated and saved?
A validated and stamped PDF document represents a locked, certified state. Therefore, modifying it afterwards with an external program is not permitted and is unprofessional, as it would compromise the document’s integrity.
If you discover an error in a locked document, the correct procedure is as follows:
- Correct the incorrect source data within the application (e.g., in an assessment, a location’s description).
- Generate a completely new, corrected Risk Analysis based on the updated data.
- Perform the validation and editing process again.
This way, both the old (incorrect) and the new (corrected) versions will be available in the Document Management System, ensuring full traceability of the process.
What data does an exported report contain?
The content and structure of the reports depend on the chosen format and options. However, the fundamental data is included in every export.
Basic Content (included in all exports):
- Service Provider and Client data
- Environmental and basic data of the selected site
- Detailed data of all locations associated with the site
- All assessments within the selected date range in a tabular format
Format-Specific Differences:
- CSV and XLSX: These formats contain the raw data listed above, optimized primarily for further processing and analysis in a spreadsheet application.
- PDF (“Data only”): A professionally formatted, print-ready document that includes the basic data and a description of the standard Risk Assessment methodology.
- PDF (“Data + AI analysis”): This is the most comprehensive report. It includes everything from the “Data only” PDF, supplemented by AI-generated text chapters that you have validated:
- Site overview & environmental risk analysis
- Location-specific risk analysis & evaluation of measures
- Detailed analysis of assessment results
- Strategic risk management plan & recommendations
- Executive summary
- Conclusion & outlook
What is an AI credit and how does it work?
The AI credit system governs the use of AI-based features (e.g., reports enhanced with AI analysis). Each user has a daily credit limit, and one credit is deducted each time an AI feature is used. The limit is automatically replenished daily. You can track your current credit balance in the interface.