Reports - Asset Infinity

Reports is where you run the saved questions your organisation asks more than once — the reports that come with the product and the ones people build — narrow them, download them, and have them emailed on a schedule.

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The module is called Report builder under Administration → Modules. It sits under Analytics in the sidebar, and the Reports entry opens out into the categories your reports are filed under — Assets, Energy, Inventory, IT assets, Maintenance, People, Purchasing, Reliability, Sensors, Tools, Vendors and contracts, Work and so on — each with a count. Choosing one shows only that category’s reports, under the heading “Category reports”, with an All reports button back. The categories are read from the reports themselves. A category somebody types while saving a report is in the menu as soon as the report is saved, and a category nothing is filed under is not listed, so no entry opens onto an empty list. The menu stays open or closed as you left it while you move around the product.

The Reports screen listing the saved reports with their category, source, audience and last run

A report runs as whoever opens it

The screen states this in a box above the list, because it is the thing people most often assume the opposite of. A report does not run as the person who wrote it. Every row passes the same rules you meet everywhere else in the product — your site access, your asset scope and your permissions. Two people can open the same shared report and see different numbers, and neither is seeing anything they could not already open.

Sharing a report decides whose list it appears in. It does not grant access to anything. “A report carries the question, never the rows.”

A scheduled report is the one exception — see Schedules.

Who can do what

Permission (in plain words)	What it lets you do	Held by default by
View reports	Open this screen and run the reports in your list	Managers, executives, administrators, planners, supervisors and procurement users
Create reports	Build a report and save it as a draft, and Schedule a report	Managers, executives and administrators
Change, publish and remove saved reports	Edit a saved report, publish it so a schedule may send it (or take it back to draft), and Remove this report	Every role that could create reports when this permission was introduced, so nobody lost anything
Export reports	Download CSV, Download PDF and Download Excel on a report you have run	Managers, executives and administrators
Share reports	Offer a report to a role, a site or everybody; the Who sees what tab	Managers, executives and administrators

Building a report and changing one are separate on purpose. A role that may create but not change reports can put its own reports together and save them as drafts, without being able to rewrite the shared reports everybody else reads. Publishing counts as changing, even straight after building, so a create-only role sees Let a schedule send it greyed out with “Publishing is for whoever may change saved reports.” A role can also be limited to reports in certain categories — for example, a procurement role that may run Purchasing reports only, or a planner who may change the Work reports and not Finance’s. The limit can be set separately for viewing, creating, changing, exporting and sharing. Where it applies, the actions on this page are offered only on reports filed under a category your role reaches. Roles are edited under Administration → Access; see Roles.

The reports list

The header counts reports (in your list), shared (how many of those are shared beyond their author) and sources (how many lists of records a report can be built over). Three tabs sit underneath: Reports, Schedules and, if you may share reports, Who sees what. The Saved reports table is sorted by category, then name. Two controls sit above it:

Control	What it does
Report name	Find a report searches the names and the one-line descriptions as you type. If nothing matches you see No report matches with “No saved report has that name in that category. Clear the search or choose another category.”, and Clear filters empties both controls
Category	Every category, or one category with its count, and No category when any report has none. Hidden when you opened a category from the sidebar, because the list is already narrowed to it. Both controls reset when you choose a different category in the sidebar

Column	What it shows
Run and ⋯	Run answers the report now, with your access. The ⋯ menu (Edit, schedule or remove) holds Edit and Remove this report if you may change reports in its category, and Schedule if you may create them. While a report is open above the list, its button reads Showing
Report	The name, with the one-line description underneath
Category	The category the report is filed under, chosen by its author. This is what the sidebar’s category list is built from
Reads	The source the report reads — Work orders, Assets, Part consumption and so on — and underneath, the area it belongs to with how many columns a list returns (“Assets · 15 columns”) or how many figures a summary has (“Work · 6 figures”). A list that names no columns says every column
Visible to	just you, everyone, or the roles or sites it is shared with (the first two names, then “+n”)
Sending	published means a schedule may send it; draft means a schedule of it will be refused
Last run	When anybody last ran it and how many times, or never

Remove this report asks once more (Remove it / Cancel) and also removes its schedules.

The Reports screen narrowed to the Work category from the sidebar

The reports that come with the product

A new organisation starts with a pack of 96 reports, shared with everybody unless the table says otherwise, so the commonest questions are answered before anybody builds anything. They are grouped here by the category they are filed under. A list returns one line per record; a summary returns counts and totals by group, usually with a chart. Several open on a date range, or suggest narrowing to a site or a year when you run them.

Assets

Report	What it answers	Reads	Kind
Asset cost to keep	What each asset has cost to maintain against what it would cost to replace — the repair-or-replace list	Asset cost to keep	List
Asset movement history	Every transfer of an asset: from where and whom, to where and whom, and in what state	Asset transfers	List
Asset movements by month	How many assets moved each month, and how many of those changed site, holder or department	Asset transfers	Summary
Asset register	Every asset in service: what it is, where it is, who holds it and what condition it is in	Assets	List
Asset verification status	Every asset sent for verification, the round it went out in, who it was sent to and whether it has been verified yet	Verification lines	List
Asset verification results	What each verification round found: where an asset was expected, where it was, and in what condition	Verification lines	List
Assets acquired by month	How many assets were bought each month, by category	Assets	Summary
Assets by category	How the estate divides between categories, and the average health of each	Assets	Summary
Assets by site and status	How many assets each site holds, split by the state they are in	Assets	Summary
Book value by asset class	Cost, depreciation to date and net book value for each asset class, book by book	Asset depreciation	Summary
Depreciation register	Each asset’s cost, depreciation to date and net book value, by book	Asset depreciation	List
Disposals by reason	Why assets left service, how many for each reason, and what they realised against what removing them cost	Asset disposals	Summary
Disposed and discarded assets	Assets taken out of service: when, why, to whom, and what it came to against their book value	Asset disposals	List
Verification round summary	What each verification round found: how many assets were where they should be, moved, damaged or missing	Verification lines	Summary
Missing assets	Every asset reported missing: when and where it was last seen, what happened, how it ended and how long it was gone	Asset loss reports	List
Missing assets by outcome	How many assets went missing at each site, how many were found, written off or are still missing, and how long they were gone	Asset loss reports	Summary
Warranty and contract cover ending by month	How much asset cover runs out each month from now on, by kind of cover — the renewals to plan for	Asset contracts	Summary
Warranty and contract expiry	Cover that is still running on each asset, soonest to end first	Asset contracts	List

Bookings

Report	What it answers	Reads	Kind
Assets handed over without a checklist	Booked assets that went out with no checklist answered, because no checklist rule fitted them	Booking checklist custody	List
Assets that came back worse	Hires whose checklist passed going out and failed coming back, with who had the asset and whether damage was reported	Booking checklist custody	List
Booking checklist failures	Every checklist answer that failed at the counter, going out or coming back, with who had the asset and the work it raised	Booking checklist answers	List
Booking checklist failures by question	The questions that fail most at the counter, going out and coming back — which checks earn their place, and which machines keep coming back short	Booking checklist answers	Summary
Booking checklist pass rate by category	For each asset category, how many hand-overs were checked going out and coming back, and how often each passed	Booking checklist custody	Summary

These read the checklists your organisation sets for assets going out and coming back — see booking settings.

Energy

Report	What it answers	Reads	Kind
Daily meter readings and usage	Every reading with the consumption since the one before, and how much that changed	Consumption readings	List
Daily usage report	Every reading by site and location, with the register before and after the multiplier, the consumption against the one before it, and the change between them	Consumption readings	List
Meter exceptions	Consumption the baseline did not expect: what it was, what it should have been, and what was done about it	Consumption anomalies	List
Meter exceptions by site	How much unexpected consumption each site has had, how urgent, and how much of it has been dealt with	Consumption anomalies	Summary
Monthly usage by meter	Consumption at every supply point, month by month	Consumption readings	Summary
Monthly usage report	Each meter’s consumption month by month for the year, with the year’s total, the whole of last year, and a total for each unit	Consumption years	List
Monthly utility cost	What each utility cost month by month	Consumption readings	Summary
Utility cost by site	What each site spent on each utility	Consumption readings	Summary

Inventory

Report	What it answers	Reads	Kind
Monthly spare part cost	What the parts consumed each month cost, and how many issues and assets that took in	Part consumption	Summary
Spare part consumption	What each part cost in consumption by period, planned against unplanned, most expensive first	Part consumption	List
Spare part cost by category	Which kinds of part the consumption money went on	Part consumption	Summary
Stock reorder watch	Stocked parts with what is on hand against the reorder point and safety stock, emptiest first	Reorder coverage	List

The three spare part reports cost each issue as the quantity issued at the unit cost recorded when it was issued, so a month’s consumption is valued at what those parts were worth on the shelf at the time.

IT assets

Report	What it answers	Reads	Kind
Blocked software installed	Every install of a product the organisation blocks, with the device, its custodian and why it is blocked	Software policy exceptions	List
Devices by operating system	The discovered devices on each operating system, how many are managed, and how much software they carry	Discovered devices	Summary
Devices not checking in	Registered devices discovery has not heard from in two weeks, longest silent first	Discovered devices	List
Entitled, not installed	Licences paid for that nobody is using — people assigned one with the product on none of their devices, and licences assigned to nobody	Software entitled not installed	List
Installed, not entitled	Every device with licensed software on it that no entitlement covers	Software installed not entitled	List
Licence compliance summary	How many licensed products are compliant, short, unlicensed or over-assigned, and the installs behind each	Software licence position	Summary
Software licence position	Each product that needs a licence: installed, covered and not, and what is owned against it, worst first	Software licence position	List
Software publishers	Every publisher in the catalogue with how many of its products are known and on how many devices they are installed	Software publishers	List
Updates installed	Operating system updates and application version changes found in the last thirty days, newest first	Software updates	List

Maintenance

Report	What it answers	Reads	Kind
Asset category wise PPM	Planned maintenance by project, community, property and asset category: how many visits were scheduled, completed and are still pending, how many are pending past their due date, and how many were completed late. Breached SLA % is the visits completed late or still open past their due date, out of all scheduled, and SLA Compliance % is the rest	Work orders	Summary
Inspection failures	Every checklist answer that failed or fell out of range, and the work raised to put it right	Inspection failures	List
Inspection failures by severity	Failed checklist answers at each severity, and where each stands: open, sent to a work order, resolved or waived	Inspection failures	Summary
Inspection results by checklist	Each checklist’s record: how often it was done, how often it passed, its average score and what is overdue	Inspections	Summary
Monthly inspection results	Inspections submitted each month, how many passed and failed, the pass rate and the average score	Inspections	Summary
Monthly planned maintenance and compliance	Planned work falling due each month, how much was completed, and how much is overdue	Work orders	Summary
Overdue planned maintenance	Planned work past its due date and not yet done, longest overdue first	Maintenance due	List
Planned maintenance compliance by site	Planned work at each site: how much fell due, how much was completed, how much is overdue, and the compliance rate	Work orders	Summary
Planned maintenance forecast	What the plans will ask for in the next ninety days, week by week and site by site	Maintenance due	Summary

People

Report	What it answers	Reads	Kind
Technician Performance Details	Each technician at each project, property and community: the tickets assigned to them, completed and completed within the SLA, the tickets they supported on, their average checked-in time per ticket and their average resolution time. Both SLA rates are out of the tickets completed, and planned maintenance is not counted	Worker tickets	Summary
Technician performance	Each technician’s scorecard by period: work completed and overdue, SLA compliance, first-time fix and utilisation	Worker performance	List
Technician workload	What each technician is carrying right now, most overdue first	Technician workload	List
Technicians and certifications by site	How many technicians each site has, the certifications lapsed or about to, and how fully booked they are on average	Technicians	Summary
Time booked by technician	The minutes each technician booked against work, split into working, diagnosing, waiting and breaks	Work order time entries	Summary
Work by technician	Each technician’s work: what they took on, closed and have open, how much was inside the SLA, and how long it took	Work orders	Summary

Purchasing

Report	What it answers	Reads	Kind
Provisions by workshop and month	Unbilled contractor work totalled per workshop per month, with the count of jobs nobody has priced beside it so a low total can be told from a quiet one	Work provision summary	List
Provisions — supplier work not yet invoiced	Every contractor engagement that has been completed and not billed, valued from the accepted claim where there is one and the accepted quote where there is not. Oldest first	Work provisions	List
Purchase spend by vendor	What was ordered from each vendor, in each currency, and how many of those orders are late	Purchase orders	Summary
Supplier invoices outstanding	What is still owed to each vendor, in each currency, and how much of it is past due	Supplier invoices	Summary

The two provisions reports are shared with the Procurement User role rather than with everybody.

Reliability

Report	What it answers	Reads	Kind
Actions reviewed and found not to have worked	Normally empty, and worth knowing when it is not	CAPA actions	List
Failures by mode	How equipment fails: each failure mode, how often it recurs, how often it is severe, and how often it was investigated	Failures	Summary
Failures that have happened before	Classified failures marked as repeats — the input to an investigation	Failures	List
Warranty claims by vendor	How many warranty claims each vendor has had, and where they stand	Warranty claims	Summary

Security

Report	What it answers	Reads	Kind
Access and permission changes	Changes to who may do what: accounts, roles and the permissions they hold, site grants, service accounts and keys	Audit events	Summary
Account lockouts	Each account locked after too many wrong passwords, and every attempt that kept arriving while it was locked	Audit events	List
API key activity	API keys issued, rotated and revoked, and the sessions machines started with one	Audit events	List
Refused sign-ins	Every sign-in that was turned away — a wrong password, a wrong second factor, a refused single sign-on, or an attempt on a locked account — by the account it named and the address it came from	Audit events	Summary
Sign-ins by day	How many sessions were started each day, through the browser, the handset and the API	Audit events	Summary

These read the audit trail, without the values before and after a change. They are shared with the System Administrator and the roles that may read the audit trail rather than with everybody, and anybody else who runs them gets no rows. The same goes for any report you build over Audit events: the source is offered only to people who hold Audit · view.

Sensors

Report	What it answers	Reads	Kind
Sensor alerts by month	How many sensor alerts opened each month, at each severity	Sensor alerts	Summary

Tools

Report	What it answers	Reads	Kind
Tool usage	How often each tool is checked out, how many are out or overdue now, and how often one came back damaged	Tool checkouts	Summary

Vendors and contracts

Report	What it answers	Reads	Kind
Contract value used	For each vendor’s contracts with a value: what it is worth, what has been used and committed, and what is left	Contract value usage	Summary

Work

Report	What it answers	Reads	Kind
Dispatch group wise performance	Each dispatch group’s tickets by project, property and community: how many it handled, how many it closed, and how many of those were resolved within the SLA. Planned maintenance is not counted	Work orders	Summary
Escalations by level	How often work is escalated at each level, how much is still open or unacknowledged, and how long it stays open	Work order escalations	Summary
Maintenance cost by site	What work cost at each site, split into labour, parts and vendors	Work orders	Summary
Monthly maintenance cost	What the work closed each month cost, planned against reactive	Work orders	Summary
Monthly ticket volume and SLA adherence	Tickets raised and closed each month by project, property and community, and how many of those closed were resolved within the SLA. A ticket counts as closed in the month it was closed, so a month can close more than it raised. Planned maintenance is not counted	Work order activity	Summary
Monthly work order volume and SLA	Work raised each month, how much of it closed, and how much of that was inside its SLA	Work orders	Summary
Open work order ageing	Everything still open at each site, by priority and by how long it has been waiting	Work orders	Summary
Problem Code/Priority Wise Performance	Tickets by project, property and community, then by priority or by problem code as chosen under Data Based On: how many were created and closed, how many were resolved within the SLA, and how long they took on average. Planned maintenance is not counted	Work orders	Summary
Performance by priority	Work at each priority, and how much of it was resolved inside its SLA	Work orders	Summary
Performance by problem code	Which problems come up most, and how well each is resolved inside its SLA	Work orders	Summary
Planned versus reactive work	How much of each month’s work was planned, how much was breakdowns, and the hours each took	Work orders	Summary
Repeated problems	The same problem on the same asset more than once in the last ninety days, first and last time it was reported	Work orders	Summary
Requests by month and category	How many requests came in each month, and what they were about	Work requests	Summary
Team performance	Each team’s work at each site: what it took on, what it closed, and how much of it was in time	Work orders	Summary
Vendor performance	Each vendor’s work: what it was given, what it closed, how much was inside the SLA, and what it charged	Work orders	Summary
Where work comes from	How much work arrived from requests, plans, inspections, sensors and by hand, month by month	Work orders	Summary
Work by asset category	Which kinds of equipment generate the work, what it cost, and how much of it was in time	Work orders	Summary
Work by type	How the work divides between types, and how each is doing against its SLA	Work orders	Summary
Work order detail	Every work order with its SLA: when it was due, when it was resolved and whether it was in time	Work orders	List
Work order escalations	Every escalation: why, to whom, how long it took to be acknowledged and whether it is resolved	Work order escalations	List
Work still open	Everything not yet closed, soonest due first	Work orders	List

Dispatch group wise performance, Monthly ticket volume and SLA adherence and Problem Code/Priority Wise Performance read as a sheet rather than a tree: every row repeats its project, property and community, the grand totals sit above the table, and there are no subtotals. A group with no value is named — Unassigned, No community, No priority — rather than left blank. SLA Compliance % is green from 90% and amber from 75%, and SLA Breached % is red above zero. The chart draws one level of the summary, such as one bar per dispatch group, instead of a bar for every combination of every level. Which of these you see depends on your organisation’s modules and on who each report is shared with. Your administrator can take any of them out of a role’s list on the Who sees what tab.

The work order explorer

The Work order explorer is the first row in the Work reports, marked built in, with Open where a saved report has Run. It is not a saved report, so it has no Edit, Schedule or Remove, and it is not counted in the header’s figures. It walks work orders from a site, team, priority or type down to the jobs themselves — see the work order explorer. It is offered to anybody who may read reports about work orders.

Running a report

Run opens the answer over the whole page, with the report’s name, its category and source, and its one-line description across the top. Back to reports (or Esc) returns you to the list where you left it.

A report run above the list, with its filter strip, chart, grouped table and download buttons

Part	What it does
Views	Keeps the filters you ask this report most under a name — “this site, this year” — and brings them back, the way a register keeps its saved views
Filters button	Hide the filters or Show the filters — folds the filter strip away to give the answer the room
Run it again	Asks the report again, for what has changed since. A report is not re-run on its own while it is open
Download CSV	The rows on screen as a plain table for a spreadsheet, including any filter you added. Amounts stay bare numbers so the column can still be added up. Needs permission to export reports
Download PDF	The same rows as a document to read or hand to somebody, laid out like an emailed copy, with the chart above the table where the report has one. Amounts are printed with their currency. Needs permission to export reports
Download Excel	The same rows as an Excel workbook, for somebody who will pass it on. Amounts stay numbers, with the currency named in the column heading. Needs permission to export reports
Close	Closes the answer
Filters	Narrows this run and nothing else (below)
Chart	Drawn above the table where the report’s author chose one. When one currency covers every bar, the values are labelled as amounts
Table	The answer. A summary report shows nested groups — Collapse all folds them — with subtotals and a Total row. A list can end in total lines of its own (below)

On a phone the header is one row: each button is drawn as its icon alone, and Back to reports is the way out. The PDF and the Excel workbook open with whose copy they are: your organisation’s print logo and name, the report’s name, Printed on with the date and time, Printed by with your name, and — where you narrowed the run — a Filter: line saying what by, with each record named as you picked it. Those are the first questions a figure quoted in a meeting gets asked. The CSV has no heading, because a line above its rows would be read as a row by whatever opens it.

Amounts and totals

Figures the report’s author marked as money are shown with the currency symbol, grouped and to the currency’s own number of decimal places — on the screen, on a dashboard tile, in the PDF and on the chart. They are in your organisation’s currency, except where a report groups its rows by currency: then each line is in the currency it sits under, and a line adding several currencies together gets no symbol. A list whose source records a currency for each row prints each row in its own currency. Averages are rounded to two decimal places. A list can end in total lines: a Total line adding up the columns its author chose, and, where the author asked for it, a total line for each value of another column — one per unit, say, so cubic metres and kilowatt hours are never added into one figure. A total line is in a currency only when every row it adds up is in that currency.

How codes, headings and numbers are written

A run reads its rows the way the rest of the product does, rather than as they are stored:

What	How it is written	Example
A value from one of the product’s fixed lists	In words, in your language	An origin reads Maintenance plan and a problem code Inspection failure, the same words the work order screen uses. A code the product has no words for, but that is plainly a code, is written in sentence case
Your own codes and keys	Exactly as typed	A site code such as NORTH, a unit such as EA, or a part number is never reworded
Column headings	As names	The reports that come with the product head their columns Status or Reported by rather than with the stored column name. A heading a report’s author chose under Call it something else always wins
Numbers, on the screen and in a PDF	Your way — grouped, with your decimal separator	Running hours of 6121.817 read 6,121.817 in English. A whole number under 10,000 is left as it is, because it is as often a year as an amount — a tax year of 2026 must not read 2,026
Numbers in a CSV	Bare	6121.817, so the file can still be added up by whatever opens it. An Excel copy keeps them as numbers too, for the spreadsheet to format

A scheduled copy is written in the same words as the screen, so the file that arrives by email and the answer you ran agree.

Narrowing a run

The Filters strip lets you narrow the run in front of you — this site, last week, this vendor — without editing the report. It works like the filters on any register:

Control	What it does
Sites	Your organisation’s company, business unit and site tree. It starts from what the header’s site switcher is showing, and narrowing it here narrows this run only, not every list in the product. Shown when the report’s source has a site
Date range	Where the report’s author named the date its range is about, that date is on the strip before anything else — Today, Last 7 days, This month and More — opened on the range the author chose, or waiting for you to pick one. The cross removes it
Add filter	Adds a filter on any other column of the report’s source
Advanced filter	Opens the condition editor, for a question a row of fields cannot ask — “this or that”, a clause under Not, a field compared twice. Apply this filter runs it; in use shows beside the button while one applies. “No advanced filter — the fields above are the whole of what narrows this run.”
Column headings	On a list, click a heading to sort the answer by it, again to reverse it, and a third time to go back to the report’s own order. The sort is asked of the whole answer rather than of the rows on screen, so the largest shown is the largest there is

Some reports open with filters of their own already on the strip, named the way their readers know them — Project, Community and Property, for example. Where one filter’s choices depend on another, it says Choose … first until the one above it is set, and changing the one above clears anything below it that no longer belongs. A filter marked * must be chosen before the report runs: until it is, the screen says Choose … to run this report in place of the answer, because the report would otherwise add every year into one line. A report can also let you choose what one level of its summary is grouped by — Data Based On Priority or Problem Code, for example. The report opens on the first choice, and changing it runs the report again grouped the other way. The strip says “narrowed by 1 filter” (or n filters), and Back to the report removes every filter and sort you added. The run waits until you stop typing before it asks again, and keeps the previous answer on screen meanwhile. “This narrows the run in front of you and nothing else — the report keeps the filter its author saved, and a filter added here can only ever return fewer rows than it, never more.” Your filter is always combined with the report’s own. The report itself, and whatever its schedule sends, are unchanged, and your filter is forgotten when you leave — it does not come back the next time you run the report. A download includes your filter, and says so.

What the count under the table means

You see	What it means
n rows · source (a list) or n groups (a summary)	The whole answer, counted as the table draws it: the rows themselves, without the subtotal lines, the Total line or any other total line, so the count and the table always agree
… the report’s own limit	The answer reached the report’s row ceiling. There may be more; raise the limit on the report if so
… the most one answer can carry	The screen shows at most 1,000 rows. A scheduled copy of the report includes every row it matches
… and more column values than it shows	A summary had more column values than its limit. The extra ones are counted in the total column, so the total is still the whole answer
No rows	Either nothing matches the filter, or nothing matching it is visible to you

Building a report

Build a report (top right) needs permission to create reports. The builder opens as a panel above the list, titled A new report, with a live Preview of the answer beside it. Edit in a report’s ⋯ menu opens the same panel on an existing report, titled Edit this report; it needs permission to change saved reports in that report’s category.

The report builder with the field list, the Columns, Order by and Filters boxes, and the live preview

What it is about

Field	What it means	Notes
What it is about	The source — the list of records the report reads, such as Work orders, Assets, Part consumption or Vendors	Required. Defaults to Work orders. The list is grouped by area and searchable (“Work orders, parts, vendors…”); each source carries a sentence describing what one row is. Choosing a source proposes a category. Changing it clears the columns, because column names belong to their source
What it shows	A list of rows — one line per record — or Counts and totals — grouped figures, like a spreadsheet pivot table	Defaults to A list of rows

Beside the boxes is the source’s field list, with each field’s kind (text, number, yes/no, date and time). Find a field searches it. Drag a field into a box, or click it to add it. A source also offers the fields of the records each row points at — a work order’s asset, assigned team, site, contract and so on — folded under the record’s name with a count. Show n ID and audit columns reveals identifiers and audit fields that are hidden by default. Each box — Columns, Rows, Columns across, Values and Filters — has a header that folds it to one line: its title, how many it holds, and the first three names with “+n more”. A box that already holds something starts folded when you open a saved report, because you have usually come to change one thing; an empty box starts open. A folded box still takes a drop and still offers its picker.

Editing a saved summary report, with its Rows, Values and Filters boxes folded to one line and the preview beside them

A list of rows

Box	What it means	Notes
Columns	The fields the report returns, in the order you drop them	Optional. “None chosen means every field of the register itself.” Add a column is the same as dragging
Heading box on each column	Call it something else — what this report calls the column	Optional. “What this report calls the column. Leave it empty to keep its usual name.” The heading is used on the screen, in every download, in a scheduled copy and on a dashboard tile
Money on a column of numbers	”Print this column as an amount, with its currency”	Off by default. Only offered on number columns
Total on a column of numbers	”Add this column up in a total line under the list”	Off by default
Each on any other column	”Give each value of this column a total line of its own”	Appears once at least one column is totalled. Use it for a unit or a currency, so different units are never added into one figure
Order by	One field and a direction — A to Z / Z to A for text, oldest first / newest first for dates, smallest first / largest first for numbers	Defaults to Whatever order it comes back in

Counts and totals

Box	What it means	Notes
Rows	What to group by — site, technician, month — nested in the order listed. A date field can be grouped each value, by day, by week, by month, by quarter or by year	Up to four levels. Empty is one row over everything
Columns	One field whose values become columns across the top — a column per status, or per month — with at most a number of columns	Optional. Nothing — a plain grouped table by default. Values past the limit are counted in the total column
Values	The figures. Drop a number to total it, or any other field to count the rows where it has a value	Each figure is How many, Total of, Average of, Smallest, Largest or Percentage, with What to call it for its heading. Up to eight; Another figure adds one
Money	Prints a Total of, Average of, Smallest or Largest of a number column as an amount, with its currency	Optional. Refused on a count or a percentage
where…	A condition on one figure only — “how many, where status category is Completed” — like COUNTIFS in a spreadsheet	Optional. The report’s own filter still applies to every figure. A Percentage is the rows matching its condition as a share of the group, or of a second condition
Chart this	Marks the figures the chart draws	Optional. Without a mark the chart chooses for itself
A subtotal under each group	Adds a subtotal for each outer group	Needs two levels of rows
A grand total	Adds a Total row	On by default

Filters

Filters says which rows the whole report is about. Drop a field there, or Add a condition, and build a clause from the field, a test (is, is not, is more than, is at least, is less than, is at most, is between, is one of, is none of, has a value, is empty, and windows of a number of days for dates) and a value. Where a field has a fixed set of values — a priority, a status, an origin — the value is offered as a choice rather than typed. Clauses can be gathered into a Group, combined with All of these must hold or Any one of these is enough, and reversed with Not. “No filter — the report is every row of this source that its reader can open.” Anyone running the report can narrow it further without changing it.

Date range for readers

Under the filters, Date range for readers says which of the source’s dates a reader’s “last week” is about, so nobody running the report has to find out which date column means what. It is not a filter on the report.

Field	What it means	Notes
Date range applies to	The date column the run screen puts first on its filter strip	No date range by default. Offers the source’s date columns
Start with	The range the report opens on: Today, Yesterday, This week, Last week, This month, Last month, This quarter, This year, Last 7 days, Last 30 days or Last 90 days	Every date by default. Available once a date column is chosen

“A reader can change the range or clear it for their own run. A schedule always sends every date the report’s own filter allows.” The range does not narrow a dashboard tile either. The reports that come with the product already name their dates.

Preview and chart

The Preview runs the report as you build it and shows the first few hundred rows; the saved report runs to its own limit. Above it, choose how the answer is drawn: Table only, Bars, Columns, Line, Pie or Donut. A donut is a pie with the total printed in its middle, for a summary whose total is the figure somebody came for. Both quote every slice’s figure and share in the legend beside them.

Field	What it means	Notes
Name	What it is called in the list, and in the email if it is ever scheduled	Required — the only required field. The example is “Open work at the north site”
Category	The category it is filed under, which decides where it appears in the sidebar’s category list	Optional (No category). Offers the areas the sources belong to plus any category already in use, limited to categories your role may build in. Choosing a source proposes one. A new category you type appears in the sidebar as soon as the report is saved
What question it answers	The sentence somebody else needs to decide whether this is the report they want	Optional. Shown under the name in the list

Sharing and delivery is folded shut, with a summary of its settings beside the heading — “Only me · at most 1,000 rows · not scheduled”. It opens on its own if something in it stops the report saving.

Field	What it means	Notes
At most	The row ceiling — for a summary, the group ceiling	Required, 1 to 100,000. Defaults to 1,000. “A ceiling, not a target”
Who it is for	Only me, A role, A site or Everyone here	Defaults to Only me. Only the audiences you may choose are offered: you can share with roles you hold and sites you can reach, and sharing beyond yourself needs permission to share reports
Which roles	The roles whose list it appears in	Appears for A role. At least one is required
Which sites	The sites whose people see it in their list	Appears for A site. At least one is required
Let a schedule send it	Publishes the report so a schedule may send it	Off by default. This is not the same as sharing: the audience decides whose list it is in; this decides whether it may be emailed. Needs permission to change saved reports in the report’s category; without it the box is greyed out with “Publishing is for whoever may change saved reports.” and the report is saved as a draft

Save stays unavailable until the report has a name, a source, a sane row limit, no half-built condition and, for a role or site audience, at least one role or site. The sentence beside it says which is missing. The filter is checked when you save, so a column that is not there is refused at once rather than when the report next runs. A saved report can also be shown on a dashboard: a Table or Pivot table widget offers From a saved report. See Dashboards.

Schedules

The Schedules tab lists the scheduled deliveries you set up — an administrator sees everybody’s, so a schedule left behind by somebody who has gone can still be stopped — and Schedule a report (top right on this tab, or Schedule in a report’s ⋯ menu) adds one. Scheduling needs permission to create reports.

A scheduled report runs as the report’s author, not as each recipient. A schedule has nobody reading it at the moment it runs, so there is no reader to be. Everybody on the list gets the author’s answer, which may be wider or narrower than their own, and the email says so. Opening the report on this screen answers with yours.

Configured schedules

Column	What it shows
Report	The report, with “this report is a draft, so nothing is sent” or paused where they apply. A schedule somebody else set up says set up by and their name, or somebody who has left
When	”Every day at 11:30 AM”, “Mondays at 06:30 AM”, “Day 1 of each month at 11:30 AM” — on your own clock, the same clock the schedule form offers its hours in
Next	When it next goes out. due now means the next hourly run sends it
To	The recipients, or nobody. A warning appears if one of them is not a user here, which refuses the whole delivery
As	CSV, XLSX or PDF, and with its chart where the chart is included
Last sent	When it last went out, or not yet
Edit / bin	Edit opens the schedule, and is offered only on your own: nobody else, an administrator included, can change where your schedule sends. The bin (Stop this schedule) deletes it after you confirm with Stop it

Schedule a report

A new report schedule with the report, cadence, hour, format and recipients

Field	What it means	Notes
Which report	The report to send	Required. Searchable (“Find a report”). If the report is a draft, the form says so and offers Publish it — a schedule of a draft runs at its hour and is then refused. Publish it is offered only to somebody who may change saved reports in that category; anybody else is told to “Ask somebody who may change saved reports to publish it.”
How often	Every day, Every week or Every month	Required
On	The day of the week, on your own clock	Weekly only
On day	The day of the month, on your own clock	Monthly only. Only the days that fall on the 1st to the 28th in UTC are offered, so every month has one
At	The hour, on your own clock	Required. Underneath, the form says which hour that is in UTC (“which is 06:00 UTC”), which is how it is stored. The day moves with the hour: a report you ask for early on Tuesday morning in India is stored as Monday evening in UTC, so it still arrives on Tuesday morning
As	CSV — a plain table, XLSX — a spreadsheet or PDF — a document to read	Required
Include the chart	Sends the report’s chart with it — drawn above the table in a PDF, or as an Excel chart on its own sheet in a spreadsheet	Appears only for a report that has a chart. Not available for CSV, which cannot carry one
Who gets it	Add somebody and pick a colleague; Take them off the list removes one	At least one is required. Everybody on the list must be a user here: what arrives is a link to a file they sign in to open, and one name that is not a user refuses the whole delivery
Send it	Whether the schedule is active	On by default. Untick to keep the schedule and stop sending

Deliveries are queued on the hour. If the period you save into has already begun, the first copy goes out within the hour rather than at the next boundary.

What went out

Below the schedules is the delivery log: Report, For (the period it covered), Answered with (“Priya Nair’s access”, or “nobody’s — refused”), Rows, As, Sent to (how many recipients were notified), Status and When, with The file to open or download what was sent. The file is written the way a run on the screen is — fixed values in words, your own codes as typed — see how codes, headings and numbers are written. Anything refused or failed is lifted into its own Not sent table at the top, with the reason — an author who has left, a recipient who is not a user here, a report still in draft, or a render that failed. A schedule that has quietly stopped sending has no other symptom: the email does not arrive, and nobody reports the absence of an email.

Who sees what

The Who sees what tab, shown to people who may share reports, answers the question the other way round: not “who is this report for” but “what can this role see”. It is a grid of every report against every role, grouped by category. The grid is wider than any screen, so the report’s name stays in place while you scroll sideways through the roles. Roles held only by the accounts the product’s own integrations sign in with are not listed.

A row reads	What it means	What you can do
Every role (with Everyone ticked)	The report is shared with the whole organisation. Every role box is ticked and locked	Untick Everyone to tick every role individually, then untick the roles that should not have it
The roles ticked	The report is in the list of exactly the roles ticked	Tick or untick roles
Nobody but author, who wrote it	No role is ticked; only its author has it	Tick a role to give it out
Nobody — tick a role to give it out	A report that came with the product with no role ticked is nobody’s	Tick a role
Shared with sites by site	Shared by site rather than by role	Change it in the report’s editor

Each tick takes effect at once. Unticking a role takes the report out of that role’s Reports list and stops it being run by them. What the report shows each reader does not change, and a schedule keeps sending to the people it names.

Dashboards

Boards of tiles and charts, which can show a saved report as a table.

Roles

Which roles may view, build, export and share reports.

A report runs as whoever opens it

Who can do what

The reports list

The reports that come with the product

Assets

Bookings

Energy

Inventory

IT assets

Maintenance

People

Purchasing

Reliability

Security

Sensors

Tools

Vendors and contracts

Work

The work order explorer

Running a report

Amounts and totals

How codes, headings and numbers are written

Narrowing a run

What the count under the table means

Building a report

What it is about

A list of rows

Counts and totals

Filters

Date range for readers

Preview and chart

Name, category and sharing

Schedules

Configured schedules

Schedule a report

What went out

Who sees what

Related

Dashboards

Roles