Frequently Asked Questions
General
What is the difference between a blueprint, an edition, and an output?
A blueprint is the template \u2014 it defines the structure (sections and fields) once and is reused every reporting period. An edition is one reporting cycle instance created from a blueprint (e.g., April 2025 Monthly Progress). An output is the report layout that presents edition data to stakeholders. You create many editions from one blueprint, and the same output layout applies to all editions from that blueprint.
Who can create blueprints?
Users with the Blueprint Author or Admin role can create and publish blueprints. Contributors can only create and fill in editions.
Can I use Report Forge without connecting to OptiPlan?
Yes. Report Forge supports Excel, SharePoint List, SQL Server, OData, and REST API connectors in addition to the native OptiPlan connector. You can build a fully functional reporting process using Excel files as the data source.
Can the same blueprint be used across multiple projects?
Yes. A blueprint is not project-scoped; it is an organisation-level template. Create editions under the blueprint for each project. Use parameters (e.g., {ProjectCode}) in outputs to differentiate between projects.
Blueprints
Can I change a blueprint after editions have been created from it?
Yes, but changes to field types or section structure may affect existing editions. Additive changes (adding new optional fields) are safe. Removing or renaming fields may cause output bindings to break. Increment the minor version for additive changes and the major version for structural changes. Always test outputs against an edition after making changes.
What is the difference between a Single-entry and Repeating section?
A Single-entry section holds one set of field values per edition (e.g., an executive narrative with one text block, one CPI value, one status). A Repeating section holds multiple rows per edition (e.g., a list of activities, a risk register, a document list).
Can I import section rows from Excel?
Yes. In any repeating section, click Import rows and upload a CSV or Excel file. Map the columns to section fields, confirm the preview, and click Import.
Can I copy a blueprint to use as a starting point for a new one?
Yes. In the Blueprint Library, right-click a blueprint and select Duplicate. The copy is created as a draft that you can modify.
Editions
What happens when I submit an edition?
The edition status changes to Submitted and the assigned reviewer is notified. The edition data becomes read-only until the reviewer either approves it or requests changes.
Can multiple contributors enter data at the same time?
Yes, but not in the same section simultaneously. If two users are editing the same section at the same time, the second save will warn of a conflict and show the option to merge or overwrite. Assign different sections to different contributors to avoid conflicts.
Can I reopen a closed edition?
Closed editions are locked. If a correction is needed after closing, create a revised edition and mark it as a revision of the original. The original is retained for audit purposes.
How many editions can be open at the same time?
There is no system limit on concurrent open editions. However, having many concurrent open (draft/submitted) editions for the same blueprint can make it confusing for contributors. Use edition naming conventions to make the state clear.
Outputs and components
Can I have different output layouts for different audiences?
Yes. A blueprint can have multiple outputs. Create one output for the executive summary, one for the detailed technical report, and one for the Excel data extract. All outputs are generated from the same edition data.
My Gantt chart is overflowing the page. How do I fix it?
- Reduce the timescale density: set the lower tier to month or quarter instead of week.
- Reduce the number of visible activities using a visual-scope filter (e.g., show only critical-path activities or milestone-level activities).
- Switch the Gantt to a wider page (A3 Landscape) in Page Layout.
- Use the Gantt's Executive display mode which reduces row height.
Can I use conditional formatting on a chart?
Conditional formatting in the strict sense (cell-level rules) applies to Table and Matrix components. For charts, use:
- Series colors bound to a status field to apply semantic colors per category.
- Threshold bands (available on KPI cards, EV charts, and Cash flow curves) to highlight zones.
- Reference lines (available on most chart types) to highlight targets.
Why are my slicer selections not affecting all pages?
Slicer scope must be set to Report to affect all pages. If set to Page, only the current page's components are filtered. Open the slicer's Properties panel and change the scope. Also ensure the field the slicer filters is bound in the components on the target pages.
Exports
Why does my PDF export look different from the canvas preview?
The canvas preview is a screen rendering; PDF rendering uses a print engine. Common differences:
- Font substitution: if a custom font is not embedded, the PDF engine falls back to a system font. Use web-safe fonts or embed the font in the report theme.
- Freeform component overlap: PDF rendering is z-order sensitive. Ensure overlapping components are intentional.
- Margins: the canvas uses a responsive preview; PDF uses exact margins. Use Print preview mode to see the accurate PDF layout.
Can I automate PDF delivery to an email distribution list?
Yes. Configure an Export Schedule on the edition: set the trigger to On edition approval, the format to PDF, and the delivery to Email. Add the distribution list email addresses. When the edition is approved, the PDF is automatically generated and sent.
Is the Excel export a live-connected file?
No. The Excel export is a static snapshot of the edition data at the time of export. It is not connected to the live Report Forge data. For live-connected Excel, consider using the OData feed connector from Excel directly.