Report archive

All archived reports of the current management system can be found under "Administration → Report archive".

For reports to be listed here, they need to have been created with the option "Generate with revision information in archive". When using this option, reports are created with revision information, meaning they are versioned and include specifically configured cover page data, and can then be generated again or viewed on this page. The entered information can also be edited without immediately generating a new report.

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 re-generated 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 data as they currently are, meaning it's 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".

Create/edit archive entry

To create an archive entry, select the option "Generate with revision information in archive" when generating a supported report.

Double-click an archive entry to edit it.

Name: The archive entry's name can be changed here.

Remark: A remark for the archive entry to be displayed in the overview can be recorded here.

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

Format: Choose the format the report should be generated and downloaded in here.

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.

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.

Sent to all recipients: It can be marked here whether the report was sent to all relevant persons.

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.

Send report via e-mail

To send a report directly from HITGuard, click the "Send" button. This can be done when generating the report, or direclty in the report archive.
The button downloads an e-mail draft with the report as an attachment. If a text block was chosen, this serves as the basis for the subject and the content of the e-mail. The draft can be opened with a double click and sent immediately or further edited before sending.