About Report Builder

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

Report Builder lets you build reports with your data in MaintainX®, and visualize them in a table or graph. Your data is grouped by datasets, which you can refine by adding aggregations, filters, dimensions, or formulas to focus on key information.

Report Builder uses data refreshed regularly from multiple sources in your MaintainX organization. You can analyze key data in the application to gain deeper insights into your organization:

• Part consumption by asset.
• Inventory movement.
• Assets with the most work requests (filtered by location).
• Purchase order costs in a given period (filtered by vendor).

You can build a custom report in the following ways:

• Manually, by selecting data fields and a suitable visualization.
• Using a template with pre-selected data fields and visualization.

Overview of how to build a report with Report Builder — manually, or from a template.

Share key information with your organization by adding reports to custom dashboards or exporting the data to PDF or CSV files.

Report Builder Concepts

Datasets

A dataset is a collection of data attached to a specific entity (e.g., parts, work orders, etc.). You can use one or more datasets to build custom reports.

The first dataset you select defines the context of your report. MaintainX automatically shows all datasets connected to your first selection. You can add their columns to your report and build a multi-dimensional report with data coming from different data sources.

MaintainX also automatically shows columns related to the datasets, which expands the scope of your report and impacts how data is aggregated and joined.

Let's say you select the Parts dataset. MaintainX automatically includes any related datasets and adds additional columns—such as Part Area at Location or Part Available Quantity at Location—to show how your data connects across sources. These columns give you more ways to analyze and understand your data. For details, see Datasets.

Formulas

You can create formulas and add them to your report to perform basic calculations and analyze your data. The Report Builder supports formulas such as:

• addition A + B
• subtraction A - B
• multiplication A * B
• division A / B

note

Timestamp values only supported subtraction operations, which produce a duration value.

Complex formulas with parentheses, e.g. (A + B)*1.15, are also supported.

When you add a formula to your report, MaintainX assigns letter identifiers to the columns selected before the formula. Identifiers use the same format you find in popular spreadsheet applications-A-Z, then AA, AB, etc. Use the identifiers in formulas to reference specific columns.

You can create formulas using numeric, currency, and timestamp values.

Visualizations

Report Builder provides several visualization types to help you present your data. You can use the following visualization types:

• Table: shows raw data in rows and columns. For details, see Table Report.

  

  A table report listing parts inventory and usage details

• Graph Reports: provide visual summaries of your data in the following formats:

  • Bar Chart: shows your data using bars and segments to compare quantities across groups.

    

    A bar chart displaying the distribution of work order statuses for different assets

  • Line Chart: shows trends or changes over time by connecting data points with lines.

    

    A line chart showing the total cost for various parts

  • Pie Chart: shows data as slices of a circle to illustrate part-to-whole relationships.

    

For details, see Graph Report.

Visualization Options

After you select a visualization type, you need to tailor the report to focus on the data you want to analyze. The available options depend on the type of visualization you select.

Visualization Type	Options
Table	Aggregation: Select an aggregation to refine the data in your report.
Graph: Bar, Line	X axis: Select a value for the horizontal axis. Y axis: Select a value for the vertical axis. Segment by: Select a value to group the displayed data into categories.
Graph: Pie	Category: Select a categorical value. This value represents each slice of the pie chart. Metric: Select a numerical value or a quantity. This value represents the size of each slice.

Aggregations

Aggregations summarize multiple values into a single output to reduce the amount of information displayed in a report. You can use an aggregation like Count, Sum, or Average on your dataset fields to refine how your data is presented.

Important

Primary dataset fields don’t require aggregations, but using one might affect how your data is grouped and displayed.

Aggregation Type	Description
Average	Calculates the mean of all values. For example, if you have three transactions of 5, 10, and 15 parts, the average will be 10.
Count (All)	Counts the number of related values. If a part is linked to 5 transactions, the reported value is 5.
Count (Unique)	Counts the number of distinct values. If part is used in 3 work orders, 1 time in the first one, 4 times in the second one, and 7 times in the third one, the reported value is 3.
Maximum	Gives the largest value.
Minimum	Gives the smallest value.
Summation	Adds up numeric values from related data.

tip

You can select an aggregated value to view the underlying source values that were combined, providing more detailed insight into the reported figure.

Date Grouping

The Group By option allows you to group dates by periods: Day, Week, Month, or Year. This option is available for all date columns in Report Builder.

Let's say you want to build a report focused on labor utilization, and group the data by week.

Dataset	Columns
Labor Utilization by Day	User Aggregation: List (Unique) Date Group By: Week

• Setting a List (Unique) aggregation on the User column adds one line per user.
• Setting the Group By option to Week groups every occurrence of the user's labor utilization by week, more specifically by the first day of each week at 12:00 AM.

Labor Utilization by Week

Filter Conditions

Filter conditions determine what makes the selected column in your report match the filter.

Condition	Description	Notes
Is one of	Finds entities where the filter field matches one or more values that you specify.	Use this to include specific entities in the view.
Is empty	Finds entities where the filter field has no value at all.
Is not empty	Finds entities where the filter field has any value.
Contains	Finds entities that contain the selected value.
Does not contain	Finds entities that don't contain the selected value.
Is equal to	Finds entities that match the selected value.
Is not equal to	Finds entities that have a different value than the one selected.
Is above	Finds entities that have a greater numeric value than the one selected.
Is above or equal to	Finds entities that have an equal or greater numeric value than the one selected.
Is below	Finds entities that have a smaller numeric value than the one selected.
Is below or equal to	Finds entities that have an equal or smaller numeric value than the one selected.
Is between	Finds entities that have a date value within a specific range.