Asset Module - Reports

Overview

The Reports section allows you to build formatted documents with titles, sections of information, and insert completed asset records. You can create reusable report templates and then generate reports from those templates. The Reports page allows you to create and manage reports and templates, whereas the Data Export page allows you to export reports.

The Reports section has two main components:

Reports - View and manage saved reports you've created, organize them using templates, and generate formatted documents from asset, inspection, and exception data.
Data Export - Quickly generate and export asset data using pre-built report templates without saving configurations. Select a template, apply filters, and download results for immediate analysis or ad-hoc reporting needs.You can create reports from scratch, use existing templates as a starting point, or build reusable templates that others can use.

The Reports Page

From the Asset module navigation bar, click Reports to access the two main sections. The page has two top-level tabs: Reports and Data Export.

Within the Reports tab, you'll see two sub-tabs:

Reports Tab - Shows all saved reports you've created
Templates Tab - Shows all available report templates

Both sub-tabs display the same columns and use the same controls.

Key Controls

New dropdown - Create new content (same options available in both tabs):

Report - Create a new report (opens Report Builder)
Template - Create a reusable report template (opens Template Builder)
Report from Template - Generate a report using an existing template

Reports List Columns

The reports table displays key information about each record:

ID - Unique identifier
Name - The report or template name (clickable to open for viewing or editing)
Owner - Who created it
Last Modified - When it was last updated

Click on the Name to edit the report or template. Click the trash icon on the right to delete it.

Creating Reports

Reports are created using the Report Builder. You can create a report from scratch or use an existing template as your starting point.

Report Builder

To create a report:

Click the New dropdown and select Report
Enter a Report Title - The name of your report
Enter a Subject of Email - The email subject line for when the report is sent
Select a Report Owner - Who is responsible for this report
Check Show Org Logo if you want your organization's logo displayed

Designing Your Report Layout

The report builder provides formatting tools to design your report layout:

Text (+A) - Add formatted text sections
Tree - Display data in a hierarchical tree structure
Table - Display data in table format
Image - Insert images
List - Display data as a list
Page Break - Insert page breaks for multi-page reports

Adding Report Content

You can insert data into your report in two ways:

Insert Record - Add a single specific record to the report
Insert Multiple Records - Add multiple records by specifying search parameters and filters

As you build your report, you'll see data fields appear (such as Priority, Survey Findings, Corrective Action) that you can customize.

Saving Your Report

Click Save to save your report. It will now appear in the Reports tab and can be viewed, edited, or sent later.

You can also click Send Report to email the report immediately to recipients.

Creating Report Templates

Templates define the structure, layout, and formatting for reports. Once created, templates can be used repeatedly by you and other users when generating reports.

Report Template Builder

To create a report template:

Click the New dropdown and select Template
Enter a Report Title - The name of your template
Enter a Subject of Email - The email subject line that will appear when the report is sent
Select a Report Owner - Who is responsible for this template
Check Show Org Logo if you want your organization's logo displayed on reports

Designing Your Template Layout

The template builder provides formatting tools to design your report layout:

Text (+A) - Add formatted text sections
Tree - Display data in a hierarchical tree structure
Table - Display data in table format
Image - Insert images
List - Display data as a list
Page Break - Insert page breaks for multi-page reports
Custom Select - Add custom data selection options

You can arrange these elements to create your desired report format. The template shows "Edit Title Here" as a placeholder—customize this with your actual report content and structure.

Template Data Configuration

At the bottom of the template builder, you'll see:

"Select data type that users will insert when creating a report."

This defines what type of data users can insert when generating reports from your template. There are two options:

Insert Inspection - Insert a single inspection with customizable preferences:

Remove sections and questions that do not contain answers? - Choose True or False to control whether empty sections appear in the report
Add Help Information to Report? - Choose True or False to include help text in the report
Inspection Answer Alignment - Set alignment for answers (Right, Dynamic, Underneath)
Exclude additional answers? - Enter text to exclude specific answer types

Insert Multidata - Insert multiple data records that can be replaced with real data when creating a report from this template:

Select Data Type from the dropdown:
Inspection - Users can insert inspection data
Exception - Users can insert exception data
When users create a report from this template, they'll be able to replace the placeholder with actual inspection or exception records

Saving Your Template

Click Save to save your template. It will now be available in the Templates tab for you and other users to select when generating reports.

Creating a Report from a Template

If templates have been created, you can use them as a starting point to quickly generate reports with pre-configured formatting and structure.

To create a report from an existing template:

Click the New dropdown and select Report from Template
Select which template you want to use from the dropdown
The Report Builder will open with the template's structure and formatting already applied
Enter a Report Title - The name of your report
Subject of Email - This will default to the name of the template but can be changed
Select a Report Owner - Who is responsible for this report
The template's layout elements (Text, Tables, Lists, etc.) are already in place
Insert your data using the template's predefined structure
Click Save

This approach saves time by reusing consistent formatting while allowing you to populate it with specific data for your needs.

Managing Reports and Templates

Reports and templates use the same management interface and controls.

Editing a Report or Template

To edit:

From the Reports or Templates tab, click on the Name of the item you want to edit
The builder will open
Make your changes
Click Save

Deleting a Report or Template

To delete:

Find the report or template in the list
Click the trash icon on the right side of the row
Confirm the deletion

Data Export

The Data Export tab allows you to quickly generate one-off Asset reports using pre-built templates. This is useful for quick analyses or exploratory reporting. Choose from standard report types like "Full Record CSV" or "Asset Count by Category," apply filters to narrow your data, and generate a downloadable report.

To generate a report using Data Export:

Click the Data Export tab
You'll see the Data Export interface with configuration options

Selecting Your Report

The Data Export workflow has three main selection steps:

1. Report Type - Select which type of data to report on:

Asset - Report focused on asset inventory data
Inspection - Report focused on inspection activity data
Exception - Report focused on exceptions and findings

Standard or Custom? - Choose how the data should be formatted:

Standard - Pre-configured layout for the selected report type
Custom - Custom layout (if available for the selected report)

2. Report - Select a specific report template to export. Available reports depend on the report type selected.

Available Report Templates

The system includes a wide variety of pre-built standard report templates organized by data type.

Asset Reports

Full Record CSV
Asset CERS Report
Asset SARA Report
Asset CSV all disabled
Asset Count by Category
Asset Count by Category by Location
Asset Count by Creator
Asset Count by Creator by Location
Asset Count by Location
Asset Count by Owner
Asset Count by Owner by Location
Asset Count by Status
Asset Count by Status by Location
Asset Details
Asset Details - Active or Deprecated Specified
Asset Details - History and Template Info

Inspection Reports

Full Record CSV
% Completed Report
Completed Inspections by Checklist
Completed Inspections by Inspector
Completed Inspections by Inspector by Checklist
Completed Inspections by Location by Checklist
Completed Inspections by Location by Inspector

Exception Reports

Full Record CSV
Exceptions by Checklist
Exceptions by Checklist by Section
Exceptions by Checklist by Section by Question
Exceptions by Owner
Exceptions by Owner by Status
Exceptions by Status by Priority
Exceptions by Top Level Location
Exceptions by Top Level Location by Priority
Exceptions by Top Level Location by Status

Filtering Your Report Data

Once you select a Report Type and a specific Report, a set of filter fields will appear below. The available filters change based on which report type you selected — Asset, Inspection, and Exception each have their own unique filter set.

Asset Report Filters

Active or Disposed? - Filter by whether assets are currently active or have been disposed
Name - Search for assets by name
Category - Filter by asset category
ID - Search by asset ID
Barcode - Search by barcode value
Asset Status - Filter by one or more statuses (Active, Available for Use, Broken, Repair). Check Display Inactive to include inactive statuses
Location - Click Select Location to filter by one or more locations
Owner - Search for and select an asset owner. Check Display Inactive or Display Lite Users to expand the available user list
Creator - Search for and select the user who created the asset. Check Display Inactive or Display Lite Users to expand the available user list
Created - Filter by the date range the asset was created (MM/DD/YYYY from/to)
Additional Filters - A scrollable list of category-specific custom attribute fields configured by your administrator. These fields vary depending on the asset categories in your system

Note: The fields in Additional Filters are category-specific custom attributes configured in Administration > Categories. The available fields depend on which asset categories exist in your system and what attributes have been assigned to them.

Inspection Report Filters

Location - Click Select Location to filter by one or more locations
Inspection Status - Filter by the current state of the inspection
Submission Status - Filter by whether the inspection has been submitted
Inspector - Search for and select an inspector. Check Display Inactive or Display Lite Users to expand the available user list
Checklist - Filter by a specific checklist template
Frequency - Filter by inspection frequency pattern
Workflow Status - Filter by the current workflow state

Date Range Filters

Completion Date - Filter by when inspections were completed (from/to date range)
Start Date - Filter by when inspections started (from/to date range)
Due Date - Filter by when inspections are due (from/to date range)

Exception Report Filters

Description - Search for exceptions by description text
Status - Filter by exception status
Priority - Filter by exception priority level
Location - Click Select Location to filter by one or more locations
Owner - Search for and select the exception owner. Check Display Inactive or Display Lite Users to expand the available user list
Classifications - Filter by classification and classification value using the two-panel selector. Select a classification type on the left to load its values on the right. Check Display Inactive to include inactive classifications
Workflow Status - Filter by the current workflow state

Date Range Filters

Due Date - Filter by when exceptions are due (from/to date range)
Close Date - Filter by when exceptions were closed (from/to date range)
Open Date - Filter by when exceptions were opened (from/to date range)

Generating Your Report

Once you've selected your report type, format, template, and configured your filters:

Click Generate Report to create the report with your selected parameters
Review the results
Enter a Subject and Body for the email (when sending the report)
Click Yes to email the report to recipients

Pro Tip: Use Full Record CSV for comprehensive data exports when you need all fields for custom analysis. Use the Count and Details reports when you need summarized, presentation-ready data grouped by category, location, owner, or status.