# Report Templates (/docs/equipment/report-templates)



**Report Templates** are PDF documents you upload per equipment item and reuse every time an operator files a report against one of that equipment's instances. The classic use case is an incident report, but the system is generic — any paperwork you need attached to a unit can live here.

Templates are scoped to a single equipment item because the paperwork for a jet ski differs materially from the paperwork for a zip line.

Where to find them [#where-to-find-them]

1. Open **Dashboard > Equipment** and click into an equipment item.
2. Click **Settings**.
3. Choose the **Report Templates** tab in the sidebar.

You'll see a table of every template you've uploaded for this equipment.

What a template looks like [#what-a-template-looks-like]

| Column          | Description                                                                                                                                                                |
| --------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Name**        | Display name shown when an operator chooses a template (e.g., "Incident Report").                                                                                          |
| **Form Fields** | A badge showing whether the PDF has fillable AcroForm fields. **Fillable** PDFs can be filled in the browser editor; **Flat** PDFs can only be printed and filled by hand. |
| **Size**        | File size of the uploaded PDF.                                                                                                                                             |
| **Updated**     | Last time the template was renamed or had its file replaced.                                                                                                               |

Fillable vs flat PDFs [#fillable-vs-flat-pdfs]

Resytech accepts both:

* **Fillable (AcroForm) PDFs** have form fields the operator can type into. When a report is filed using a fillable template, operators can use the in-browser editor to fill the fields, save, and the filled PDF is stored with the report.
* **Flat PDFs** are just printable forms — useful as a checklist or paper-based workflow. Operators can download and print, then attach the filled scan as an attachment to the report.

If you have a Word/Pages document, you can usually export to PDF with form fields by adding them in Adobe Acrobat or via your word processor's export options. Resytech checks the PDF on upload and tells you which kind you uploaded.

Actions [#actions]

Each template row has four icon buttons on the right:

| Icon             | Action                                                                                                                                                                                       |
| ---------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Download**     | Open a presigned download link in a new tab. The link is short-lived (15 minutes) and the file always downloads — it never renders in the browser.                                           |
| **Replace File** | Pick a new PDF to overwrite the existing one. The template's name and any reports already filed using it are unaffected — past reports keep their own copy of the PDF as it was at the time. |
| **Rename**       | Update the template's display name (1-120 characters, unique per equipment).                                                                                                                 |
| **Delete**       | Permanently remove the template. Past reports survive — they kept their own copy of the PDF at the time of filing.                                                                           |

Replacing a template — what happens to past reports [#replacing-a-template--what-happens-to-past-reports]

When you replace a template's PDF file, **existing reports that used the old version are not changed.** Each report holds its own copy of the PDF as it was at the time the report was filed. Replacement only affects new reports filed from this point forward.

This is intentional — historical reports stay frozen for audit trail integrity even when the operator-facing template evolves.

Deleting a template [#deleting-a-template]

Deleting a template removes it from the picker, so operators can't file new reports against it. Past reports survive and keep their own copy of the PDF. The reports' "template" reference becomes blank, but the report's template name is preserved as a snapshot.

Related How-To Guides [#related-how-to-guides]

* [Upload a Report Template](/how-to/equipment/upload-report-template)
* [File an Instance Report](/how-to/equipment/file-report)
* [Add an Equipment Instance](/how-to/equipment/add-instance)