Berichtsarchiv/en

Here, you will find all archived reports of the current management system. If you have a Doc Management License, you can find it under "Doc Management → Report archive", otherwise at "Master Data → Report archive".

For reports to be listed here, they must have been created with the "Configure Storage in the report archive" option. This ensures that the report is archived and created with revision information (i.e. versioned and with individually configured cover sheet data). It can then be regenerated or displayed via the report archive. Even if the data status in HITGuard changes, the report will remain unchanged. The stored information can also be edited without having to regenerate the report straight away.

Overview report archive

To view a report, click the link in the column "Name" (only possible if the report has already been generated and the name is displayed as a blue link). So long as the report hasn't been overwritten in the meantime, it shows a snapshot of the data as they were at the time of creating the archive entry. To download the report in its currently stored version, click the "download" button next to the name.

The data behind the report (e.g. the protection needs analysis or the audit program) can be viewed via the link in the column "Linked content". This always takes you to the current data, which is not necessarily the same version of the data as was used for the creation of the archive entry.

If you generate an archived report again, the previous version is overwritten. If you want to inhibit the the editing, re-generating, or copying of an archive entry, you can do so by setting it to "locked".

Creating/editing reports and archive entries

Download report

To generate a report, click on the pink report button. A modal will opens in which you can adapt the report settings. If you do this on the respective report pages (e.g. Risk management > Reports), the modal also allows you to generate an archived report. To do this, you must select the option "Configure storage in the report archive" when generating a report. (See step 1 below) To edit an archive entry, you must double-click on the archive entry (but not the blue text). The modal then opens at step 2.

In the following, we will explain the individual steps of the modal. Please note that not all of these steps have to be present for every report. Some steps, such as the e-mail configuration, are not displayed here if they were not selected on the first page of the modal.

Settings

Step 1: Settings

If you generate a new report, you will start with this step.

File format: Here you can select the format in which the report will be generated and downloaded.

Next steps: Here you can add or remove the optional parts of the report. If you change these settings, remember that they will only appear in the report once you click "overwrite" in the last step.

Cover sheet data: Enter title lines and the people involved for the cover sheet E-mail: Prepare an e-mail for other HITGuard users. Management summary: Insert a management summary before the report contents. You can write this manually or with the help of AI.

report archive

Step 2: Report archive

If you edit a report in the archive, you will start with this step.

Name: The name of the report or archive entry can be changed here.

Remark: A remark for the archive entrycan be recorded here. It will later be displayed in the overview.

Locked: The data of the archive entry can be locked for editing with this option. Remove the lock if you want to copy or overwrite the report, or adapt its archive entry information.

Cover page & revision information

Step3: Cover page & revision information

Cover page data: These fields are added to the report's cover page and should be filled in accordingly. The revision number, data classification and the copyright, if filled in, are also added to the footer of the respective report.

Note: For the data classification, the entries defined in the risk policy are available to you, or you can enter free text.

E-Mail-configuration

Step 4: E-Mail-configuration

Recipients: The persons who received the generated report, e.g., via e-mail or as a physical copy, can be recorded here. If the report is sent via e-mail directly from HITGuard, the recipients can be entered here (users or external auditors). A valid e-mail address must be recorded for this to work.

Text block: The text block for pre-filling the subject and content of the e-mail can be selected here. Find more infaormation at text blocks.

Insert translations: If this option is selected, all translations created of the text block will be included in the e-mail. If not, the default language set in the Global settings will be used.Find more infaormation at text blocks.

Sent to all recipients: You can mark here whether the report was sent to all relevant persons.

Note: You cannot send the report here. To send it, you need to proceed to the last step.

Step 5: Management Summary

Generate with AI/Manual input: Here you decide whether you want to enter the text yourself or have it generated by your connected AI. You can find out more about the prompts for the AI here.

Management Summary (when generating a new report)

Management Summary (when editing an archive entry)

Step 6: generate report or overwrite entry

On the last page you will find the buttons with which you complete your editing.

Button when generating a new report:

• Generate: With this button you generate the final report.
• If you have activated the E-mail option, you download the mail template here that contains the report as an attachment.
• If you have activated the Revision information option, downloading also saves the archive entry in the report archive at the same time.

Buttons when revising in the report archive:

• Save: Saves your changes for the time being, without implementing them in the report. The report remains unchanged.
• Mail button: downloads an e-mail draft with the report as an attachment. If a text block has been selected, this forms the basis for the subject and content of the e-mail. The draft can be opened by double-clicking and sent immediately, or edited further before sending.
• Overwrite report: With this button you delete the old version of the report and replace it with the new one. The new report will contain all the changes you have made in the settings or in the steps of the modal. It will also adopt the latest data status in HITGuard.