Create a Custom Report

availability

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

You can build a customizable report that combines asynchronous data from multiple sources within your MaintainX organization, and add it to a custom dashboard. The custom report is added as a card in your dashboard.

Workflow Overview

To create a custom report, follow these steps:

1. Select a primary data source.
2. Add columns to build the report.
3. (Optional) Add filters to narrow the information in your report.
4. Share your custom report with your organization.

Create a Custom Report

To create a custom report:

1. From the sidebar, select Reporting.

2. In the Reporting module, select + Create Report. The Select Dataset dialog appears.

3. In the Select Dataset dialog, select your primary data source, then Create Report. The Report Builder opens with the Build and Filter tabs.

4. In the Report Builder, select any columns and filters you want to apply. The built table appears on your screen. For more information, see Available Columns and Filters.

   note

   MaintainX suggests using columns based on the selected primary data source to start building your custom report.

5. In the Card Name field, enter a name for your custom report card.

6. Do any of the following:

   • Select Export to export the data right away. For details see, Export a Custom Report.
   • Select Add to Dashboard to add your report to a new or existing custom dashboard. For details, see Adding a Custom Report to a Dashboard.

Export a Custom Report

After creating your custom report, you can export it in a PDF or CSV file.

• If you selected Export in the previous step, from the download notification you can do any of the following:

  • Download the exported file.
  • Open the export in a browser new tab. This option is only available for PDF files.
  • Select View in Download Center to open the download center. The exported file appears in the Export Request History section.
  note

  PDF reports are limited to a maximum of 25 rows.

Adding a Custom Report to a Dashboard

After creating your custom report, you can add it to a custom dashboard.

• If you selected Add to Dashboard, do any of the following:

  • If you already have a custom dashboard, select the name of the custom dashboard. For details, see Add a Card to an Existing Dashboard.
  • If you do not have a custom dashboard, select + New Dashboard. For details, see Create a Custom Dashboard.

Add Columns to a Custom Report

1. In the Report Builder, select the Build tab.

2. In the Columns section, select Add. The Select Columns panel opens.

3. In the Select Columns panel, do any of the following:

   • Use the search bar to filter the column names, then select next to the column name to add it to the report.
   • Select next to the column name to add it to the report.

4. (Optional) In the Columns section, select a column name and do any of the following:

   • Select the Name field to change the name of the column. The name change automatically appears in the table.

   • Select the Aggregation field and apply an aggregation type. The aggregation type varies on the impacted column (Count, Min, Max, Average, …). For details, see About Custom Reporting.

     note

     Primary data source fields do not require aggregation, but using one may affect how your data is grouped and displayed.

5. In the Settings section, enter in the Maximum field the number of fields you want to appear in the report.

note

You can drag the columns in the Report Builder to sort them.

Add Filters to a Custom Report

Before applying filters, you must add columns to the report. For details, see Add Columns to the Custom Report.

1. In the Report Builder, select the Filter tab.

2. Select Add. The Select Filters panel opens.

3. In the Select Filters panel, do any of the following:

   • Use the search bar to filter the column names, then select next to the column name to add it to the list of applied filters.
   • Select next to the column name to add it to the list of applied filters.

4. Depending on the selected filters, do the following:

   • Enter or select a value.
   • Choose a filter condition. For details see About Custom Reporting.

Available Columns and Filters

The list of columns and filters varies depending on the entity you select.

Part

Column/Filter	Description
Available Quantity	The quantity of units in stock.
Created At	The date and time the part was created.
Created By	The user who created the part.
Description	The description of the part.
Minimum Quantity	The number of units that should be in the inventory at all times. If the part is set as Critical and there is an escalation team set up, the escalation team receives an alert by email when this number drops below the set minimum.
Ordered Quantity	The number of units ordered.
Ordering Part Number	The ordering number attached to the part.
Part	The part name and unique identification number in the MaintainX organization.
QR Code/Barcode	Barcode or QR Code used to identify the part.
Reserved Quantity	The current number of units in inventory.
Total Cost	The total cost of the part. The total cost is calculated by multiplying the following values: Unit Cost x Quantity Added to Inventory. If the number of parts is 0 and parts are removed from inventory, a minus sign appears next to the total cost.
Unit Cost	The unit cost of the part.
Updated At	The date and time the part was last updated.

Parts Transactions

Column/Filter	Description
Asset	The asset associated with the part transaction.
Created By	The user who initiated the part transaction through a work order or a purchase order.
Direction	The part transaction direction indicates whether the part is being added to or removed from the inventory. Added: The part is added to the inventory. Removed: The part is removed from the inventory.
Location	The location associated with the part.
Part	The part name and unique identification number in the MaintainX organization.
Purchase Order	The purchase order title and unique identification number in the MaintainX organization.
Quantity After	The total number of parts in the inventory after the part transaction. If before the transaction the number of parts is 0 and parts are removed from inventory, a minus sign appears next to the number of parts.
Quantity Before	The number of parts in the inventory before the part transaction.
Quantity Change	The number of parts to be added or removed from the inventory in the transaction. When parts are removed from the inventory, a minus sign appears next to the quantity.
Total Cost	The total cost of the part. The total cost is calculated by multiplying the following values: Unit Cost x Quantity Added to Inventory. If the number of parts is 0 and parts are removed from inventory, a minus sign appears next to the total cost.
Transaction Date	The date and time the transaction happened in UTC format.
Transaction Note	The reason for the transaction.
Transaction Type	The type of transaction: Available Quantity Updated: A user restocks a part, and the inventory is updated. Cycle Count Completed: A cycle count updated the part inventory. Part Created: A user creates a part and adds the units in stock. Restock from Purchase Orders: A purchase order fulfillment updates a part inventory. Restock form Part: A user restocks a part, and the inventory is updated. Transfer Approved, Unit Sent - Transfer Cancelled, Unit Returned - Transfer Received, Unit Returned: A part transfer from one MaintainX organization to another updates the part inventory. For more information, see Share Parts Between Organizations. Work Order Updated: Completing a work order uses a part, and the inventory is updated. - : Not available Depending on how you create the part transaction, MaintainX automatically generates the transaction type.
Work Order	The work order title and unique identification number in the MaintainX organization attached to the part transaction.

Purchase Orders

Column/Filter	Description
Approved At	The date and time you approved the purchase order.
Approved By	The user in your MaintainX organization who approved the purchase order. MaintainX uses this ID to record the user's activity in the web and mobile apps.
Billing Address	The billing address in the purchase order. You can configure this in the Purchase Order settings.
Completed At	The date and time you marked the purchase order as completed.
Cost Ordered	The COST OF UNITS ORDERED in the corresponding line item in the purchase order. For parts, this is the total cost for the number of units you ordered. For additional costs, this is the amount you entered in the purchase order. For taxes, this is the calculated amount based on the tax percentage you specified in the purchase order.
Cost Received	The COST OF UNITS RECEIVED in the corresponding line item in the purchase order. For parts, this is the total cost for the number of units you received. Cost Received is not calculated for additional costs or taxes.
Created At	The date and time you created the purchase order.
Due Date	The Due Date and time entered when you created the purchase order. Due Date is an optional field, so if you did not set it in the purchase order, this column will be blank.
Note	Notes you added in the Details section of the purchase order.
Part	The part name and unique identification number in the MaintainX organization.
Price	The sum of the COST OF UNITS ORDERED for all items in the purchase order, plus any additional costs or taxes.
Purchase Order	The purchase order title and unique identification number in the MaintainX organization.
Quantity Ordered	The quantity of the item you ordered when you created the purchase order.
Quantity Received	The quantity of the item you actually received when the purchase order was fulfilled. You enter this value when you fulfill the purchase order.
Serial Number	The serial identification number of the asset.
Shipping Address	The shipping address in the purchase order. You can configure this in the Purchase Order settings.
Status	The purchase order's current status when you export this data.
Title	The title of the purchase order. Purchase orders can only have titles if you toggle the Custom Title preference on in the purchase order settings. For details, see Purchase Order Settings.
Unit Cost	The unit cost of the item, specified in the Parts Inventory module, or entered manually when you create the purchase order. This column is blank in lines that don't represent parts (e.g., lines for taxes or additional costs).
Vendor	The vendor specified in the purchase order. This is always a vendor that you've set up for your organization in the Vendors module.

Requests

Column/Filter	Description
Asset	The asset added to the request from a requester portal.
Created At	The creation date and time of the request.
Created By	The user who created the request.
Description	The description of the request.
Location	The name of the location specified in the request.
Priority	The priority set for the request.
Request	The request title and unique identification number in the MaintainX organization.
Reviewed At	The date and time an Administrator approved or declined the request.
Reviewed By	The Administrator who approved or declined the request.
Review Note	The reason why the request was declined. This field remains empty if the request is not declined.
Status	The current status of the request or the current status of the work order generated by the request. If the request is not attached to a work order, the status of the request appears here. If the request is attached to a work order, the status of the work order appears.
Updated At	The date and time the request was last updated.
Work Order	The title and unique identification number of the work order attached to the request. This field remains empty if the request is not converted into a work order.

Duplicate a Custom Report

1. From the sidebar, select Reporting > Custom Dashboards.
2. Select the custom dashboard to which the custom report is added.
3. Select (more options), then Duplicate. The Add to Dashboard dialog appears.
4. Enter a name for the custom report.
5. Select Save. The custom report appears in the custom dashboard.