# Instance Reports (/docs/equipment/reports) **Instance Reports** are the paperwork operators file against an individual equipment unit. The most common use case is an incident report when something goes wrong on a rental, but the same system handles inspection reports, damage assessments, and any other unit-specific documentation. Every report is tied to: * An **equipment instance** — which specific physical unit the report is about * A **booking** — the customer's rental that the report relates to * A **template** — the PDF form being filled out (chosen at file-time) Reports carry a filled PDF, attachments (photos, supporting docs), free-text notes, and a status. Where to find them [#where-to-find-them] 1. Open **Dashboard > Equipment** and click into an equipment item. 2. Click **Settings > Instances** and click the specific unit. 3. The instance detail page has a **Reports** section listing every report filed against that unit. You can also click into any report row to open its detail page — that's where editing happens. The Reports list [#the-reports-list] | Column | Description | | ------------ | --------------------------------------------------------------------------------------------------------------------------------------------------- | | **Status** | Either **Draft** (in progress, still editable without ceremony) or **Submitted** (the operator marked it final). Submitted reports get a timestamp. | | **Template** | The name of the template the report was filed from. Stays even if the original template is later deleted. | | **Booking** | The booking confirmation code this report relates to. | | **Created** | When the report was first filed. | The list supports search across template name, booking confirmation code, and notes content. Filing a new report [#filing-a-new-report] Click **New Report** on the Reports section of an instance page. You'll be prompted to: 1. **Pick a template.** Only templates uploaded for this equipment item appear in the dropdown. If none have been uploaded, the dialog directs you to the Report Templates tab to add one first. 2. **Search for the booking.** Type the customer's name, email, or confirmation code. The system validates that the booking actually included this equipment. When you submit, Resytech clones the chosen template's PDF as the report's own working copy. From here, the report is independent of the template — even if the template is later replaced or deleted, this report keeps its own PDF. The report detail page [#the-report-detail-page] Opens when you click into a report from the list. You'll see three main areas: Details (left, top) [#details-left-top] * **Status** — a dropdown to switch between Draft and Submitted. Switching to Submitted stamps the submission time; switching back to Draft clears it. Submitted reports stay editable — Resytech doesn't lock them, because operators routinely need to revise post-submission. * **Notes** — up to 5000 characters of free text. Useful for narrative context that doesn't fit a form field, or for tracking conversations and follow-ups. Attachments (left, bottom) [#attachments-left-bottom] Each report can carry an unlimited number of photo or document attachments, up to 25 MB each. Common uses: * Photos of damage * Customer-signed waivers or releases * Supporting documentation (medical reports, police reports, witness statements) * Repair invoices Each attachment row has a Download icon (opens in a new tab, always as a download — files never render in the browser for security) and a Delete icon. PDF & Metadata (right column) [#pdf--metadata-right-column] * **Edit PDF** — opens the in-browser PDF form editor (see below). * **Download** — opens a presigned download link for the current PDF. * **Metadata** — the template name snapshot, booking confirmation code, created and updated timestamps. * **Danger Zone — Delete Report** — permanently removes the report and all attachments. Editing the PDF in-browser [#editing-the-pdf-in-browser] Click **Edit PDF** on the report detail page to open the form editor. The PDF renders in a viewer that lets you: * Fill any AcroForm fields (text, checkboxes, radio buttons) the template author defined * Scroll and zoom through multi-page PDFs * Click **Save** to persist your filled values back to the report (you stay in the editor) * Click **Save & Close** to save and return to the report detail page The first time you save, the report's stored PDF is updated with your filled values. The original template is never modified — Resytech keeps the report's filled PDF separate. If the template is a **flat** PDF (no form fields), the editor still opens but there's nothing to fill. Use the Download button and fill on paper instead, then attach the scan as an attachment. Status workflow [#status-workflow] | Status | What it means | Effect | | ------------- | ------------------------------ | ------------------------------------------------------------------------- | | **Draft** | In-progress, mid-investigation | Editable. No `submitted_at` timestamp. | | **Submitted** | Final, ready for reference | Editable (Resytech does not hard-lock), but stamped with submission time. | Resytech intentionally keeps Submitted editable — operators often need to add late-arriving photos, correct a typo, or update notes after the initial submission. The Submitted timestamp is a soft signal, not a freeze. What you can't do (yet) [#what-you-cant-do-yet] * File a report without a booking — every report must be tied to one * File a report against an equipment item without picking a specific instance * Bulk-export reports — for now, download PDFs one at a time Related How-To Guides [#related-how-to-guides] * [File an Instance Report](/how-to/equipment/file-report) * [Upload a Report Template](/how-to/equipment/upload-report-template) * [Add an Equipment Instance](/how-to/equipment/add-instance)