> ## Documentation Index > Fetch the complete documentation index at: https://docs.rdrive.io/llms.txt > Use this file to discover all available pages before exploring further. # Searching & Reporting from the List View > RDrive provides search, filtering and download tools to help you quickly find the information you need and produce reports from your project data. Searching & Reporting from the List View ### Searching & Reporting from the List View # **Overview** RDrive provides search, filtering and download tools to help you quickly find the information you need and produce reports from your project data. These tools can be used across the different item types within RDrive, including: * Issues, Defects and Records * Processes and Checklists * Forms Rather than manually working through large lists of project information, you can use **Universal Search** to narrow the list to the items you need and then download individual items or groups of items for reporting, sharing or record keeping. **TABLE OF CONTENTS** * [Overview](#Overview) * [Searching from a List View](#Searching-from-a-List-View%C2%A0)  * [Using Multiple Search Conditions](#Using-Multiple-Search-Conditions) * [Searching by Data Content](#Searching-by-Data-Content-) * [Downloading & Reporting](#Downloading-&-Reporting%C2%A0)  * [Downloading a Specific Item](#Downloading-a-Specific-Item) * [Batch Downloading Items](#Batch-Downloading-Items%C2%A0)  * [Adavanced Options to Download](#Adavanced-Options-to-Download) * [Search & Reporting Tips](#Search-&-Reporting-Tips) * [FAQs & Troubleshooting](#FAQs-&-Troubleshooting) *** ## **Searching from a List View**  Most item List Views include a **Universal Search** bar at the top of the page. Use this to filter the items displayed without having to manually search through the entire list. The search criteria available will depend on the type of item you are viewing and how your project has been configured. For example, you may be able to search using information such as: * Status * Drawing * Location * Created By * Assigned Team * Created Date * Form Data You can add more than one search condition to progressively refine the results. ### **Using Multiple Search Conditions** Universal Search allows multiple criteria to be combined. **Searching with OR** When you add the **same search criterion more than once**, RDrive treats the values as an **OR** search. For example: **Status = Open**\ **Status = In Progress** The results will include items that are either **Open OR In Progress**. This is useful when you want to report on several values from the same field. **Searching with AND** When you combine **different search criteria**, RDrive applies **AND** logic. For example: **Drawing = Level 01**\ **Status = Open**\ **Created By = User A** Only items meeting **all three conditions** will be displayed. This makes it possible to progressively narrow a large project dataset to exactly the information you need. Tip: Apply your search and filters before selecting items for a batch download. This is particularly useful when producing reports for a particular location, status, team or period. *** ### \*\*Searching by Data Content \*\* In addition to searching using general item information, Universal Search can also be used to search the **data captured within Forms and Issues**. This is useful when the information you are looking for is contained within an item's fields rather than its general details, such as its status, location or assigned team. For example, you might want to find: * Forms containing a particular reference or value * Inspections where a specific field has been completed * Items where a field has been left empty * Issues containing particular information within their data fields To search by data content: 1. Open the relevant **List View**. 2. Select **Universal Search**. 3. Select the option to search the item's **data**. 4. Select the relevant field. 5. Choose the required search condition. 6. Enter a value where required. 7. Select **OK** to apply the search. The search options available will depend on the type of field selected. These may include conditions such as **Empty**, **Filled** or **Equal to** a specified value. RDrive will then filter the List View to items containing data that meets your criteria. Tip: Data searching can also be combined with other Universal Search criteria. For example, you could find all Open Issues on a particular Drawing where a specific data field contains a particular value. *** ## **Downloading & Reporting**  Once you have found the information you need, RDrive provides several ways of downloading it. The options available depend on the item type and your project configuration. You can generally download: * An individual item * Selected items * All items within a filtered result * A specific Form from a Process * Process information with linked content * Issue, Defect or Record reports ### ### **Downloading a Specific Item** Individual items can be downloaded directly from RDrive when you need a PDF for reporting, sharing or record keeping.  1. Open the required **Item**. 2. Select the Form from the Form tabs. 3. Open the menu. 4. Select **Download**. 5. Select **Advanced** if you need additional download options. 6. Confirm your selections. 7. Select **Download**. The selected Form will be generated as a PDF. *** ### **Batch Downloading Items**  When you need reports for several items, you don't need to download them individually. First, use **Universal Search** to filter the List View to the information you need. Then switch from **Browse** mode to **Select** mode. You can then: * Select individual items from the results * Select multiple items * Use **Select All** where appropriate * Use **Deselect All** to clear the current selection Once the required items have been selected, choose **Download** and configure the available report options. This provides a simple workflow for producing targeted reports: **Search → Filter → Select → Download** For example, you could search for all open Issues on a particular drawing, select the resulting items and generate the required reports as a batch. *** ### **Adavanced Download Options** When downloading an item, select **Advanced** to control the information and supporting content included in the download. The options available may vary depending on the **item type**, the content linked to the item and your project configuration. **Option** **What it does** **Use report configuration template** Applies a predefined report configuration to the download. This can be used to standardise which information and content is included in reports. **Include cover page** Adds a configured report cover to the beginning of the PDF. Report covers can provide a consistent front page for reports and are configured by your Company Administrator. **Include basic info** Includes the item's project information * Drawing * Locations * Created by User Date/Time * Mini Map view of Raised Item * QR Code linkd to the item **Include history** Includes the item's activity and change history in the report. **Include link info** Includes information about content that has been linked to the item. **Attach linked issues** Includes Issues that are linked to the item as part of the download. **Include linked issue history** Includes the history of any linked Issues. This becomes available when linked Issues are included. **Attach linked documents** Includes documents that have been linked to the item in the download. **Merge linked documents** Merges supported linked documents into the generated PDF. This becomes available when linked documents are attached. **Include image metadata** Includes additional information recorded against images, such as the **created date** and **geolocation**, where available. **Export images** Exports images associated with the item as separate image files. **Export history images** Exports images contained within the item's history. **Export linked issue images** Exports images associated with linked Issues. **Export linked issue history images** Exports images contained within the history of linked Issues. ### **Dependent Options** You may notice that some Advanced options are unavailable until another option is selected. For example: * **Include linked issue history** requires **Attach linked issues**. * **Merge linked documents** requires **Attach linked documents**. * Image options relating to linked Issues depend on the relevant linked Issue content being included. This helps ensure that only options relevant to the content being downloaded can be selected. **What is a Report Cover?** A **Report Cover** is a configured front page that can be added to downloaded reports. Report covers are created by your Company Administrator and can be used to provide a consistent presentation for reports produced from RDrive. If a Report Cover is available, select **Include cover page** within the Advanced Download Options to add it to your PDF. ### *** ## **Search & Reporting Tips** **Search before downloading**\ Use Universal Search to reduce the dataset before selecting items. **Combine filters**\ Use different search criteria together when you need more targeted results. **Use multiple values**\ Add the same criterion with different values when you want results matching any of those values. **Search within item data**\ If the information you need isn't available through the standard item details, use data search to find information captured within Forms or Issue fields.  **Check Advanced download options**\ Additional content and reporting options may be available before generating your download. **Use Select mode for batch reporting**\ You can report on several items together rather than downloading them individually. *** ## **FAQs & Troubleshooting** **Q: Why can't I find an item in my search results?** \ **A:** Check whether you already have other search criteria applied. When different search criteria are combined, RDrive uses **AND** logic, meaning an item must meet all of the conditions to appear. You should also check that you have permission to view the item you are searching for. **Q: Can I search for information entered within an item?** \ **A:** Yes. Universal Search can be used to search data captured within Forms and Issues, allowing you to find items based on values entered into individual fields. The search options available will depend on the type of field being searched. **Q: Can I search for more than one value at the same time?** \ **A:** Yes. Adding the same search criterion more than once uses **OR** logic. For example, searching for: **Status = Open**\ **Status = In Progress** will return items with either status. Different search criteria use **AND** logic, allowing you to narrow your results further. **Q: Can I download more than one item at a time?** \ **A:** Yes. From the List View, switch from **Browse** to **Select**, select the required items and then choose **Download**. You can use Universal Search first to narrow the List View before selecting the items you want to report on. **Q: Can I download just one Form from a Process?** \ **A:** Yes. Open the Process, select the required Form and use the **Download** option to generate a PDF for that Form.  **Q: Can I include linked Issues or documents in my download?** \ **A:** Yes. Select **Advanced** when downloading and use the available **Links** options to include linked Issues, Issue history and linked documents. The options available will depend on the item and its linked content. **Q: Why are some Advanced Download options unavailable?** \ **A:** Some options depend on another option being selected first. For example, **Include linked issue history** requires linked Issues to be attached, while **Merge linked documents** requires linked documents to be included. Options may also vary depending on the item type, available content and your project configuration. **Q: Can I include images separately from the report?** \ **A:** Yes. The **Advanced Download Options** include options for exporting images separately. Depending on the content being downloaded, you may also be able to export history images and images associated with linked Issues. **Q: Is the List View the only way to report on project information?**  **A:** No. List View reporting is particularly useful when you need to **find, select and download specific items**. RDrive also provides **Analytics** for broader analysis and reporting across project data. Refer to the relevant Analytics guide when you want to review trends, visualise information or work with a wider dataset. ### This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.