Datasets

availability

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

This article provides a list of the fields and filters available to create reports in MaintainX.

A dataset is a collection of data attached to a specific entity (e.g., parts, work orders, etc.). Use one or more datasets to create reports.

Datasets

Assets

Column/Filter	Description
All Parent Locations	A comma-delimited list of the locations of the asset's ancestors (parent asset's location, location for the parent asset's parent asset, etc.).
All Parents	A comma-delimited list of the asset's ancestors (parent asset, parent asset's parent asset, etc.).
Created by	The name of the user who created the asset.
Created on	The creation date and time of the asset.
Criticality	The criticality of the asset. The criticality specifies whether the asset is Critical, Important or Normal for your organization. Criticality can be used for filtering and reporting.
Description	The description of the asset.
ID	The asset's unique identification number in the MaintainX organization.
Last Updated	The date and time the asset was last updated.
Location	The address of the location associated with the asset.
Manufacturer	The asset's manufacturer.
Model	The asset's model.
Name	The name of the asset.
Parent	The parent asset associated with the asset.
Parent Location	The location of the parent asset associated with the asset.
QR/Barcode	Barcode or QR Code used to identify the asset.
Serial Number	The asset's serial number.
Status	The status of the asset: Online: the asset is working as expected Offline: the asset is not operational, usually for planned or unplanned maintenance. Do Not Track: do not track the asset's uptime/downtime.
Teams Assigned to	The teams assigned to the asset.
Types	The types of the asset.
Vendors	The name of the vendors associated with the asset.
Year	The asset's year.

Labor Utilization by Day

Column/Filter	Description
Available Hours	The user’s total number of available hours tied to their capacity during the date range. A user's capacity is available in the Workload View. For details, see The Workload View.
Charged Hours	The total number of hours logged working on a work order in the date range previously defined. Work hours are logged through the Time and Cost Tracking section of the work order.
Date	The date and time the user was available. For each user, there is one row for every day since they joined their organization.
Total Costs	The total cost (time and other costs) added to the work orders by the user.
User	The name of the user who logged the time or cost entry on the work orders.
Work Orders	The names of the work orders in MaintainX.

Labor Utilization by Work Order

Column/Filter	Description
Created At	The creation date and time of the work order’s time or cost entry.
Description	The description of the cost or time entry.
Hourly Rate	The user’s hourly rate.
Total Time Duration	The total number of hours logged working on a work order in the date range previously defined. Work hours are logged through the Time and Cost Tracking section of the work order.
Type	The time type added by the user to the work order.
Updated At	The data and time the user logged hours on the work order.
User	The name of the user associated with the work order’s time or cost entry.
Work Order	The name of the work order in MaintainX.

Locations

Column/Filter	Description
Address	The address associated with the location.
All Parent Locations	All the parent locations associated with the location. The field remains empty if the location is not attached to a parent.
Created at	The creation date and time of the location in UTC format.
Created by	The name of the user who created the location.
Description	The description of the location.
Location	The name of the location in the MaintainX organization.
Parent Location	The parent location associated with the location. The field remains empty if the location is not attached to a parent.
Teams	The teams assigned to the location.
Top Level Location	The top level location in a location hierarchy. Let's say, you have "Canada" as a location, and "Montreal" as a child location. "Canada" will appear as a top level location.
Updated at	The date and time the location was last updated.

Parts

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.

Part 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 from 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.

Users

Column/Filter	Description
Created At	The creation date and time of the user in the MaintainX organization.
Deleted At	The deletion date and time of the user in the MaintainX organization.
User	The name of the user in the MaintainX organization.

Vendors

Column/Filter	Description
Created At	The creation date and time of the vendor.
Created by	The user who created the vendor.
Description	The description of the vendor.
Vendor	The vendor name and unique identification number in the MaintainX organization.

Work Orders

Column/Filter	Description
Asset	The asset added to the work order.
Assigned to	The name of the user assigned to the work order.
Categories	The categories assigned to the work order.
Completed by	The name of the user who completed the work order.
Completed on	The completion date and time of the work order.
Created by	The name of the user who created the work order.
Created on	The creation date and time of the work order.
Criticality	The criticality of the asset. The criticality specifies whether the asset is Critical, Important or Normal for your organization. Criticality can be used for filtering and reporting.
Description	The description of the work order.
Due date	The due date and time of the work order.
Location	The location specified on the work order.
Planned Start Date	The planned start date when the work order will show up in the To-do view of the Work Order module.
Priority	The priority set for the work order.
Procedure Failures	The number of procedure steps marked Fail.
Procedure Flags	The number of procedure steps marked Flag.
Procedure Passes	The number of procedure steps marked Pass.
Procedure Score	The success score of the procedure attached to the work order.
Requested by	The name of the user who requested the work order. This field is only filled when the work order is created from a work request. For more details, see Finish Approving a Request.
Requested on	The creation date and time of the work order request. This field remains empty if the work order is not created from a work request. For more details, see Finish Approving a Request.
Schedule	The recurrence schedule of the work order. In the exported file, this information appears in the Recurrence column.
Started on	The date the assignee started working on the work order.
Status	The work order's current status.
Teams Assigned to	The teams assigned to the work order.
Time In Progress	The time the work order stayed in the In Progress status.
Time On Hold	The time the work order stayed in the On Hold status.
Time Open	The time the work order stayed in the Open status.
Time to Complete	The time it took to complete the work order, from creation or start date to completion. The Time to Complete is calculated by adding the following values: Time Open + Time In Progress + Time On Hold.
Title	The title of the work order in MaintainX.
Total Parts Cost	The total cost of all parts used to complete the work order.
Total Reported Time	The total reported (or logged) time in the Time & Cost tracking section of the work order.
Total Time Cost	The total time cost to complete the work order tied to the reported time and calculated with the assigned user’s hourly rate.
Vendors	The list of vendors specified in the work order. This is always a vendor set up for your organization in the Vendors module.
Vendor IDs	The vendor's unique identification numbers for the organization.
Work Type	The work type of the work order: Preventive Reactive Other

Related Columns

When you add two datasets to a report, MaintainX adds related columns which reveal connections and relationships between them. For details, see About Report Builder.

Let's say you select Parts as a primary dataset and add Vendors as a secondary dataset. MaintainX automatically adds the Part Number for Vendor column. This additional column provides more options for analyzing your data.

Parts and Locations

Column/Filter	Description
Part Available Quantity at Location	The number of units you have in stock at a location. This is different from the overall Available quantity, which is calculated based on the quantity in stock and the quantity currently assigned to work orders.
Part Area at Location	The precise area where the part is located at a location. For example, the part is located in the area named Storage Bin 9-L in Parts Warehouse.
Part Minimum Quantity at Location	The minimum number of units required to have in inventory at a location. 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.

Parts and Vendors

Column/Filter	Description
Part Number for Vendor	The part number specified in the Parts Inventory module for a specific vendor.