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Create Your First Edition

An edition is one reporting cycle created from a blueprint. It captures all data, attachments, comments, and review decisions for a specific reporting period, and is the source that feeds the published output.

Before you begin​

  • A published blueprint must exist. See Create Your First Blueprint.
  • You need the Contributor or Admin role in the project.
  • Have the reporting period dates and contributor list ready.

Step 1: Create the edition​

  1. Go to Report Forge → Editions tab.
  2. Click + New Edition.
  3. Select the blueprint to base the edition on.
  4. Fill in the edition settings:
FieldDescription
Edition nameDescriptive name for the reporting period, e.g. "May 2026 Monthly Progress".
Reporting periodStart and end dates for this reporting cycle.
Data dateThe as-of date for schedule data (used by Planner-connected fields).
Report dateThe official issue date shown on report covers.
AssigneesContributors responsible for filling in each section.
Due dateDeadline for data submission.
  1. Click Create Edition — the edition opens in data entry mode with status Draft.

Step 2: Enter data in form mode​

Form mode presents each section as a focused input form. Use it for narrative sections, single-entry status fields, and any section with attachments.

Working with field types​

Field typeHow it appears in form mode
Text / TextareaSingle or multi-line text input.
Rich textFull editor with headings, bullets, bold, italic, tables, and inline images. Paste from Word with formatting preserved.
Number / Currency / PercentNumeric input with unit suffix.
Date / DatetimeCalendar picker.
SelectDropdown with predefined options.
Multi-selectChip selector — choose one or more values.
ToggleOn/off switch.
RAGRed / Amber / Green status picker — click the colour chip to change.
Rating1–5 star selector.
ImageClick to upload an image; preview shown in the field.
FileClick to attach a file; linked to the edition record for reviewers.
URL / EmailText input with format validation.
ComputedRead-only — value is calculated automatically from other fields.
LookupRead-only — value pulled from another blueprint's latest edition.
  • The section nav panel on the left shows completion status for each section (complete / in progress / not started).
  • Click any section in the nav to jump to it directly.
  • Required fields are marked with * — the section cannot be marked complete until they are filled.
  • Save at any time without submitting.

Step 3: Enter data in grid mode​

Grid mode is for repeating-row sections such as risk registers, action lists, decision logs, lookahead items, and quantity sheets.

  1. Navigate to a repeating-row section.
  2. Click + Add row to add a new record.
  3. Fill required columns in each row — dropdown columns open inline, text columns are editable in-cell.
  4. Paste from Excel — copy rows in Excel and paste directly into the grid. Column order must match.
  5. Use the row toolbar to duplicate, reorder (drag handle), or delete a row.
  6. The validation panel on the right flags rows with missing required fields or out-of-range values.
tip

Use the Form mode toggle at the top of any section to switch an individual section between grid and form view. Some sections support both.

Step 4: Attach supporting files​

On any section with a File field:

  1. Click Attach file on the field.
  2. Upload documents, photos, drawings, or evidence files.
  3. Attached files are linked to the edition and visible to all reviewers.

Optional: Use AI Fill to pre-populate from a source document​

If you have an existing report document (PDF, Excel, Word, or image) that contains the data for this edition, you can use AI Fill to extract values automatically instead of entering them manually:

  1. Click ✨ AI Fill in the edition toolbar (purple button, visible in Draft status).
  2. Upload the source document.
  3. AI analyses the document and suggests values for each field.
  4. Review the suggestions and click Accept & Apply.

See AI Fill for a complete guide, including supported file types, model selection, and troubleshooting.

Step 5: Save and submit for review​

  1. Click Save at any time to save without submitting.
  2. When all required fields are complete, click Submit for review.
  3. The edition status moves to Submitted.

All assigned reviewers receive a notification.

Step 6: Respond to review comments​

If a reviewer raises comments or requests changes:

  1. Open the edition — a Review comments badge appears with the count of open items.
  2. Click the badge to open the review panel.
  3. Review each comment — comments can be at the field level, section level, or edition level.
  4. Update the affected field or row.
  5. Reply to the comment to notify the reviewer.
  6. Click Resubmit when all changes are complete.

Step 7: Generate the output​

Once the edition is Approved:

  1. Click Generate output on the edition detail page.
  2. Select an output template (templates are defined in the blueprint).
  3. Report Forge renders the report using the edition's data.
  4. Review the output in the report viewer, then export or share.

See Design Your First Output and Publish and Export.

Edition status lifecycle​

StatusWhat it means
DraftCreated — data entry in progress. Contributor can edit freely.
SubmittedSubmitted for review — data is read-only for contributors.
In reviewA reviewer is actively reviewing. Comments may be raised.
Changes requestedReviewer has requested corrections — contributor must update and resubmit.
ApprovedData approved — ready to generate and publish the output.
ClosedReport finalised — no further changes permitted.

Form mode vs grid mode — when to use each​

ModeUse it for
Form modeSingle-entry sections: summaries, narratives, status fields, RAG indicators, attachments.
Grid modeRepeating-row sections: risk registers, action logs, decision records, lookahead items, quantity sheets, activity progress.