Correcting a report afterwards (corrected version)
A submitted form report — cleaning checklist, handover protocol, inspection checklist — cannot be edited afterwards in LiteLog. Instead you create a corrected version: a new report based on the original, with a reason why it is being corrected. The original remains unchanged as evidence and is marked "Superseded"; both versions are linked to each other. This keeps it traceable what was originally recorded, who corrected it when, and why.
Navigation: Reports → open report → ⋯ menu → "Create corrected version" (portal only)
When you need a corrected version
- A meter reading was transferred incorrectly, a position was accidentally recorded as "OK" instead of "defect", a photo is missing.
- A protocol was submitted on the wrong apartment or with the wrong date.
- The customer or owner noticed a mistake in the PDF they received and you need a corrected version — including proof of what changed.
For incident reports (not forms) there is a separate route: "Correct incident" in the incident detail view changes text, category and severity with a reason, see Change control.
How to create a corrected version
- Under Reports, open the report concerned.
- In the header of the detail view, open the ⋯ menu and choose "Create corrected version".
- The full page Create report opens with all fields of the original pre-filled. At the top sits the banner "Corrected version of the report from …" with the note that the original report remains unchanged as evidence; Open report takes you to the original at any time.
- In the Correction reason card, answer "Why is the report being corrected?" — required, at least 5 characters (at most 2000), e.g. "Electricity meter reading transferred incorrectly: 14,238 instead of 14,328".
- Change the fields concerned, check all required fields and Submit.
The new version appears as a report of its own in the list. From now on the original carries the badge "Superseded" and shows the banner "Superseded — replaced by a corrected version" in its detail view, with the date and the button Go to current version.
:::info Portal only You create the corrected version in the portal. The LiteLog app has no such menu item; there, superseded reports are only displayed. :::
Rules
| Rule | Meaning |
|---|---|
| Submitted reports only | Only a submitted report can be corrected. Drafts you simply keep editing; cancelled or archived reports can no longer be corrected. |
| Once per record | An original can be replaced only once. If the correction itself needs correcting, create the next version from the current version — this forms a chain in which every step is documented. A second attempt on the original is rejected with "The report has already been superseded by a corrected version." |
| Same template | The new version is always created with the same form template as the original. |
| Reason is mandatory | Without a correction reason (at least 5 characters) the version cannot be submitted. The reason is stored on the new report. |
| Original is kept | Nothing is deleted or overwritten. The original stays readable with all photos, signatures and timestamps — as evidence, no longer as the valid version. |
| Permission | Whoever may fill in forms may also create a corrected version. Customer accounts do not see the menu item. |
What happens to the superseded original
- It stays visible in the reports list, marked Superseded.
- The buttons Send, Compare, Approve, Cancel and the archive request are no longer available on the original — it has no actions left that require a valid version.
- As a comparison basis (e.g. move-in against move-out) only the current version counts; superseded reports are no longer offered as comparison candidates.
- The PDF export of the original remains possible so that the original state can be proven at any time.
Sending the new version
The corrected version is a perfectly normal report:
- If the template requires approval before customer sending, the new version also waits for Approve or Ignore — see Approval & customer sending.
- Afterwards you send it via Send as a PDF to the recipients, like any other report. The PDF carries your company logo.
- An original that has already been sent is not recalled: if the faulty protocol had already reached the owner, send the new version again and point out the correction in the message. The line "Sent on" on the original shows whether and when it went out.
- Owners with customer access see the current version like any other released report of their apartments.
Interplay with change control
If the switch for Report correction is on under Settings → Policies (group Compliance & approvals, section Change approval), submitting turns into a request under the four-eyes principle: the new version is saved, the original keeps its state, and the report carries the marker Correction requested for you. Only the approval by a second authorised person marks the original as "Superseded" and makes the new version the valid one. LiteLog then confirms the submission with "Correction submitted — it will only take effect after approval." With the switch off (default), the correction takes effect immediately. Details: Change control
Frequently asked questions
Can't I just fix the mistake in the report? No. Submitted reports are immutable so that they hold up as evidence. The corrected version is the intended route — it documents what changed and why.
Does the recipient see the reason? The reason is part of the new report and visible in the portal. When sending, you decide yourself in the cover message how to explain the correction.
Can the cleaner create a corrected version in the app? No. The menu item exists only in the portal. If a person asks for a correction, the office creates the version — or the person fills in the form again in the app; then, however, two independent reports exist without a link.
What if the correction itself was wrong? Create the next corrected version from the current version. Each version refers to its predecessor; the chain stays complete.
Why can't I correct a report? It is either a draft (keep editing it directly), cancelled, archived or already superseded (then correct the current version) — or your role may not fill in forms.