> ## Documentation Index
> Fetch the complete documentation index at: https://docs.n-3.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Interim Reports

> Generate intermediate reports during project phases with detailed drawdown tracking, risk assessments, and site visit documentation

## Overview

Interim Reports are a powerful reporting capability that allows surveyors and project managers to generate comprehensive intermediate reports during active project phases. These reports provide detailed insights into project progress, financial drawdowns, risk assessments, and site visit documentation.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/naismiths/images/screenshot-interims.png" />
</Frame>

### Key Benefits

* **Progress Tracking**: Monitor project advancement through detailed monthly/yearly reporting cycles
* **Financial Oversight**: Track drawdowns, budgets, and expenditure against project facilities
* **Risk Management**: Assess and document risk status changes over time with configurable risk legends
* **Site Documentation**: Capture site visit photos, notes, and observations with timestamp tracking
* **Template Integration**: Generate professional reports using environment-specific templates

## Features

### Drawdown Reporting

Track financial progress with detailed facility-level reporting:

* **Facility Tracking**: Monitor individual project facilities and their associated costs
* **Budget vs Actual**: Compare budgeted amounts against actual expenditure
* **Surplus/Shortfall Analysis**: Track financial variances and their implications
* **Aggregated Reporting**: View consolidated financial summaries across all facilities

### Risk Status Assessment

Maintain comprehensive risk oversight throughout the project lifecycle:

* **Risk Input Configuration**: Use predefined risk assessment inputs for consistent evaluation
* **Legend-Based Scoring**: Apply environment-specific risk status legends
* **Historical Tracking**: Monitor risk status changes across reporting periods
* **Risk Narrative**: Include contextual information about risk mitigation strategies

### Site Visit Documentation

Capture on-site observations and progress:

* **Photo Documentation**: Upload and organize site visit photographs
* **Visit Notes**: Record detailed observations, issues, and progress updates
* **Date Tracking**: Maintain chronological records of site visits
* **File Management**: Securely store and retrieve site visit documentation

### Report Versioning

Manage report iterations and updates:

* **Edition Tracking**: Maintain version control for report revisions
* **Update Capability**: Modify existing reports while preserving historical data
* **Audit Trail**: Track who modified reports and when

## Getting Started

### Prerequisites

Before creating interim reports, ensure you have:

1. **Project Access**: Appropriate permissions for the target project
2. **Template Configuration**: Environment-specific interim report templates
3. **Risk Legends**: Configured risk status legends for your environment
4. **Input Settings**: Proper risk assessment input configurations

### Creating Your First Interim Report

<Steps>
  <Step title="Navigate to Reports">
    From your project dashboard, select the "Reports" or "Interim Reports" section.
  </Step>

  <Step title="Select Project and Period">
    Choose the target project and specify the reporting period (month/year).
  </Step>

  <Step title="Configure Financial Data">
    Enter drawdown information for each facility:

    * Facility amounts
    * Budget vs actual comparisons
    * Surplus/shortfall calculations
  </Step>

  <Step title="Assess Risk Status">
    Complete risk assessments using your environment's configured inputs and legends.
  </Step>

  <Step title="Document Site Visits">
    If applicable, add site visit information:

    * Visit date and notes
    * Upload relevant photographs
    * Document key observations
  </Step>

  <Step title="Review and Generate">
    Review all entered data and generate the interim report using your template.
  </Step>
</Steps>

## API Reference

### Create Interim Report

Create a new interim report with drawdown and risk data:

```typescript theme={null}
POST /reports/drawdown
```

**Request Body:**

```json theme={null}
{
  "project_id": "123",
  "month": 6,
  "year": 2024,
  "edition": 1,
  "comments": "Q2 progress update",
  "aggregate": {
    "amount": 50000,
    "surplus_shortfall": 2500
  },
  "facility": [
    {
      "facility_id": "456",
      "amount": 30000,
      "surplus_shortfall": 1500
    }
  ],
  "riskStatus": [
    {
      "input_setting_id": "789",
      "risk_status_legend_id": "101",
      "notes": "Low risk maintained"
    }
  ],
  "visit": {
    "date": "2024-06-15",
    "notes": "Construction progressing well",
    "files": [
      {
        "filename": "site_photo_1.jpg",
        "s3_location": "path/to/file"
      }
    ]
  }
}
```

### Update Interim Report

Modify an existing interim report:

```typescript theme={null}
POST /reports/drawdown/{reportId}
```

### Retrieve Reports

Get interim reports for a specific project:

```typescript theme={null}
GET /reports/reports?projectId={projectId}&type=INTERIM_REPORT
```

### Delete Report

Soft delete an interim report:

```typescript theme={null}
DELETE /reports/delete?reportId={reportId}
```

## Best Practices

### Data Entry

* **Consistent Timing**: Establish regular reporting schedules (monthly/quarterly)
* **Complete Documentation**: Fill all required fields for comprehensive reporting
* **Photo Standards**: Use consistent photo naming and quality standards
* **Risk Assessment**: Apply risk evaluations consistently across all project phases

### Template Management

* **Environment Alignment**: Ensure templates match your organization's reporting requirements
* **Regular Updates**: Keep templates current with changing reporting standards
* **Template Testing**: Validate new templates with sample data before deployment

### Workflow Integration

* **Event Tracking**: Leverage automatic event logging for audit trails
* **Permission Management**: Maintain appropriate access controls for report modification
* **Backup Procedures**: Implement regular backup procedures for critical reporting data

## Troubleshooting

### Common Issues

<Accordion title="Report Generation Fails">
  Check that all required template variables are populated and that the user has appropriate permissions for the project.
</Accordion>

<Accordion title="File Upload Errors">
  Verify that uploaded files meet size requirements and are in supported formats. Check S3 configuration if files aren't persisting.
</Accordion>

<Accordion title="Missing Risk Legends">
  Ensure risk status legends are properly configured for your environment. Contact your system administrator if legends are missing.
</Accordion>

<Accordion title="Template Not Found">
  Verify that interim report templates exist for your environment. Templates must be configured by administrators.
</Accordion>

## Related Features

* **Initial Reports**: Foundation reports that interim reports build upon
* **Document Studio**: Advanced report customization and template management
* **Projects**: Project management and configuration
* **Risk Assessments**: Detailed risk evaluation frameworks
* **File Management**: Secure document storage and retrieval