Report Builder Walkthrough

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Use Report Builder to build custom reports using data from your MaintainX® organization, like work orders, assets, part inventories, and more. Report Builder's flexible configuration options help you analyze performance, uncover trends, and deliver meaningful insights to stakeholders. You can enhance your custom reports with different visualization types, like pie charts, bar graphs, and line graphs.

Report Builder offers multiple ways to build a report. Start from scratch for full control and customization, or select a pre-built template for a quick setup. These flexible options help you:

• Save time by using available templates for frequent reporting needs.
• Control every detail when you need a customized view of your operations.
• Quickly share insights with your stakeholders.

Report Builder Layout

Before building your first custom report, take a moment to get familiar with the Report Builder layout and key components.

The Report Builder is divided into two panels:

• The Builder panel A, where you build and edit custom reports
• The Preview panel B, where you see how your custom reports look as you build them.

Each panel gives you access to different settings.

Screenshot of the Report Builder interface showing the report creation workflow.

Builder Panel

The builder panel consists of two tabs for building and configuring your report:

• The Build tab provides access to a list of columns associated with a selection of datasets. For details, see Datasets.
• The Filter tab includes a list of filters you can add to focus on specific data.

Tab		Description
Build	1	Option to add columns to the report. The Select columns panel opens when you select this option.
	2	The list of all columns available from a selected dataset, including columns from linked datasets. For details, see Datasets.
	3	The search bar to find a column by name.
	4	The list of the columns added to the report. In the Data and dimensions section, you can drag the columns to reorder them.
	5	Option to add formulas to the report. A formula card appears when you select this option. For details, see Add Formulas to a Custom Report.
	6	Settings to add a visualization to the report. The settings vary depending on the visualization selected. For details, see Visualization Options.
Filter	7	Option to add filters to the report. The Select filters panel opens when you select this option. Added filters appear in the Filter dimensions section.
	8	Filter options.
	9	Search bar to find a specific filter by name.
	10	The list of all filters available for a selected dataset.

Preview Panel

The preview panel allows you to see your custom report as you build it. With this live view, you can easily adjust the final look of your report.

	Description
1	The report name. Depending on how you share the report, the name will appear differently: When added to a custom dashboard: the report name appears as the card title in the dashboard. When exported to CSV or PDF: the report name becomes the exported file name.
2	A live preview of the report as you build it.
3	Option to display the report's underlying data in a table. This option is available only when the report uses a graph visualization.
4	Options for sorting: Bar and line charts axes. Pie chart slices. For details, see Graph Report.

AI Chat

After prompting Report Builder AI to generate a custom report, the AI Chat opens. The AI Chat lets you refine your reports and continue exploring your data.

	Description
1	The prompt you entered to generate the report.
2	The key data points and filters Report Builder AI used to generate the report.
3	A live preview of the generated report, with the following options: Edit in Builder / Update Builder: Updates the report based on the follow-up questions you asked in the chat. For details, see Ask Follow-Up Questions in Report Builder. Save to Dashboard: Adds the generated report to a dashboard. For details, see Add a Custom Report to a Dashboard.
4	Options to provide feedback or regenerate the response: (Thumbs Up) / (Thumbs Down): Rates the AI Chat response. (Retry): Generates a new response to the same prompt.
5	The Report Builder AI Chat field, where you can enter follow-up questions or instructions.

important

The AI Chat is available throughout the Reporting module, allowing you to continue the conversation and explore your data in Report Builder.

Walkthrough

After reviewing the layout and key components of the Report Builder interface, follow the instructions below to build a custom report.

You can build a custom report in one the following ways:

• From scratch.
• With a MaintainX template.
• By prompting Report Builder AI.

Regardless of which option you select, the configuration process for the report remains the same. The following instructions are designed to be generic so you can apply them to any report type.

Configure Columns

1. In the builder panel, select the Build tab.

2. Select + Add column. The Select columns panel opens.

3. In the Select columns panel, select the columns you need for your report. The selected columns appear in the Data and dimensions section of the Build tab.

   tip

   You can also search for a specific column by name and add it to the report.

4. (Optional) Drag the columns to reorder them.

5. (Optional) Select + Add formula to add a formula to your report. For details, see Formulas.

Configure Filters

1. In the builder panel, select the Filter tab.

2. Select + Add a filter. The Select filters panel opens.

3. In the Select filters panel, select the filters you need for your report. The selected filters appear in the Filter dimensions section of the Filter tab.

   tip

   You can also search for a specific filter by name and add it to the report.

Configure the Visualization

1. In the builder panel, select the Build tab.
2. In the Visualization section, select a visualization.
3. Configure the selected visualization. For details, see Configure a Custom Report's Visualization.

Share a Report

To save and add your report to a custom dashboard:

1. In the preview panel, enter a card name for your report. A card name is mandatory if you want to add a custom report to a custom dashboard.

2. Select Add to Dashboard to either:

   • Add the report to an existing custom dashboard.
   • Create a new custom dashboard and add the report.

For details, see Create a Custom Dashboard.

To export your report in a file:

1. In the preview panel, enter a card name for your report. A card name isn't mandatory but will be added to the export file name.

2. Select Export to either:

   • Export to CSV to export the report as a CSV file. If the report includes a visualization, the exported CSV will contain the underlying data in a table format.
   • Export to PDF to export the report as a PDF file.

Examples

Report Builder supports an extensive list of use cases for custom reports. Now that you’ve walked through the main steps, here are two examples to get you started.

Each example is fully reproducible.

Purchase Order Costs

Let's say you want to build a pie chart to view the distribution of purchase order costs in your MaintainX organization during the last month.

Dataset	Dimensions	Filters	Visualization Type
Purchase Orders	Category: Purchase Order Metric: Unit Cost Maximum segments: 100	Completed At: 1 Month	Pie

Work Orders Lifecycle Duration

Let's say you want to build a table report to get an insight on your work orders' lifecycle duration.

Dataset	Columns	Formula	Visualization Type
Work Orders	Work Order Created At Updated At Completed At	Name: Duration Formula: Completed At - Created At	Table