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Batch Export Audit Pack

This tutorial walks through creating an audit pack at project close-out — bulk-selecting all approved editions for a project, generating PDFs in batch, and downloading them as a single ZIP archive.

Scenario: A construction project is reaching practical completion. You need to produce an audit pack containing all 18 monthly progress report PDFs (January–June 2025 and January–December 2024) for submission to the client's project management office.

Before you begin​

  • You need Report Owner or Workspace Admin role.
  • All editions to include must be in Approved or Closed status (Draft or Submitted editions cannot be exported in batch).
  • The output template to use for the PDFs must exist and be configured correctly.
  • Confirm the output template with a single edition before running the batch.

Step 1 — Verify output template with a single edition​

Before batch exporting 18 editions, verify the output template renders correctly for one edition.

  1. Open one edition from the project (e.g. the most recent: June 2025).
  2. Click Generate output → select the output template → generate.
  3. Preview the PDF — verify:
    • Cover page shows correct edition name and period.
    • All sections render with data.
    • Page count is as expected.
    • No broken expressions or empty components.

If the output looks correct, proceed to batch export.

Step 2 — Navigate to the Editions tab​

  1. Go to Report Forge → select the project.
  2. Click the Editions tab.
  3. You see all editions for all blueprints in this project.

Step 3 — Filter to the target blueprint and status​

  1. Click Filter → set:
    • Blueprint: "Monthly Progress Report"
    • Status: Approved, Closed (multi-select both)
  2. Apply the filter — the list now shows only the 18 approved/closed editions.

Verify the count matches your expectation. If fewer than 18 editions appear, check:

  • Some editions may still be in Submitted or Draft status — approve those first.
  • The blueprint filter may be wrong — check the blueprint name.

Step 4 — Select all editions​

  1. Click the checkbox in the table header to select all visible editions.
  2. The batch action toolbar appears: "18 editions selected".

If you only want a subset (e.g. only 2024 editions), manually tick the checkboxes for the specific editions.

Step 5 — Configure and run batch export​

  1. Click Batch actions → Export selected.
  2. The batch export configuration panel opens:
SettingValue for this tutorial
Output template"Monthly Progress Report — Full Detail"
FormatPDF
File naming{{project_name}}_{{blueprint_name}}_{{edition_period}}
DeliveryDownload as ZIP
  1. Click Generate.

A progress bar appears: "Generating 18 PDFs…"

  • Each edition's output is rendered using the configured template and the edition's approved data.
  • Editions render in parallel (up to 5 simultaneous renders).
  • Estimated time for 18 editions with standard templates: 2–5 minutes.
note

Large templates with many images or complex charts may take 5–10 minutes for 18 editions. Stay on the page — closing the browser will not cancel the batch, but you will need to return to the Editions tab to download the result.

Step 6 — Download the ZIP​

When generation completes:

  1. A notification appears: "Batch export complete — 18 PDFs ready".
  2. Click Download ZIP.
  3. The ZIP file is downloaded to your computer.

ZIP file structure:

North Station_Monthly Progress_2024-01.pdf
North Station_Monthly Progress_2024-02.pdf
...
North Station_Monthly Progress_2024-12.pdf
North Station_Monthly Progress_2025-01.pdf
...
North Station_Monthly Progress_2025-06.pdf

Files are named using the token pattern configured in Step 5. The files are sorted alphabetically — which matches chronological order for ISO date format period names.

Step 7 — Verify the ZIP contents​

Before submitting the audit pack:

  1. Open the ZIP and confirm:
    • 18 PDF files are present (no missing months).
    • File names are consistent and clearly identify the period.
    • File sizes are reasonable (a 10-page PDF should be 0.5–3 MB; very small files may indicate empty outputs).
  2. Open 3–4 PDFs at random and spot-check:
    • Cover page shows correct edition name and report date.
    • Content matches the expected data for that period.
    • The last page is complete (no truncated content).

If any PDF is missing or incorrect:

  1. Identify the affected edition.
  2. Open the edition → click Generate output manually for that edition.
  3. Download the individual PDF.
  4. Add it to the ZIP manually.

Step 8 — Bulk close editions (optional)​

After confirming the audit pack is correct:

  1. Return to the Editions tab with the same filter (Approved, Monthly Progress Report).
  2. Select all 18 editions.
  3. Click Batch actions → Close selected.
  4. Confirm — all 18 editions move to Closed status.

Closing signals that the reporting cycle is complete. Closed editions are read-only.

Step 9 — Archive or deliver​

Option A — Submit to client: Attach the ZIP to an email or transmittal to the client's PMO. If using Kazinex Workflows, create a transmittal and attach the ZIP (or individual PDFs) as a formal submission.

Option B — Save to SharePoint: Configure batch export delivery to a SharePoint folder (instead of ZIP download) for future batches — the files land directly in the document library without needing a manual upload step.

Option C — Archive to document management system: Upload individual PDFs from the ZIP to your organisation's document management system (ProjectWise, Aconex, etc.) as required by your document control procedures.

Audit trail​

The audit log records:

  • The batch export action (acting user, timestamp, batch ID)
  • Each edition's output generation event (linked to the batch ID)
  • All 18 edition approvals (with approving reviewer and timestamp)

This provides a complete, tamper-evident record: who approved each edition, when, and when the audit pack was generated. Export the audit log alongside the PDF pack for a comprehensive compliance submission.