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Report Builder

Create custom reports tailored to your organization's needs.

Overview​

The Report Builder allows you to:

  • Create custom reports from scratch
  • Combine multiple data sources
  • Add filters and grouping
  • Design layouts and visualizations
  • Save for reuse

Accessing the Report Builder​

Report Builder

  1. Go to Reports in the main navigation
  2. Click Create Report or New Report
  3. Choose Custom Report or start from a template

Report Types​

Inspection Reports​

Focus on inspection data:

  • Inspection completion rates
  • Pass/fail statistics
  • Overdue inspections
  • Inspector performance

Item Reports​

Focus on item data:

  • Item inventory
  • Items by status
  • Items by location
  • Items by type or manufacturer

Compliance Reports​

Combined data for compliance:

  • Inspection compliance by location
  • Compliance trends over time
  • Failed inspection analysis
  • Corrective action status

Activity Reports​

Track system activity:

  • User activity logs
  • Recent inspections
  • Item changes
  • System usage

Building a Report​

Step 1: Select Data Source​

Choose what data to include:

SourceDescription
ItemsItem inventory and details
InspectionsInspection records and results
UsersUser activity and assignments
LocationsLocation-based data
Corrective ActionsAction tracking data

Step 2: Add Fields​

Select fields to include:

  1. Click Add Field
  2. Browse available fields by category
  3. Click to add to report
  4. Drag to reorder

Available field types:

TypeExamples
TextItem name, Location name, User name
NumberInspection count, Item count
DateInspection date, Due date, Created date
StatusItem status, Inspection result
CalculatedPass rate, Days until due

Step 3: Apply Filters​

Narrow down data:

  1. Click Add Filter
  2. Select field to filter
  3. Choose operator (equals, contains, greater than, etc.)
  4. Enter filter value

Filter examples:

FilterPurpose
Date rangeLast 30 days, This month
LocationSpecific site or region
StatusOnly failed inspections
UserSpecific inspector
Item typeSpecific equipment category

Step 4: Group Data​

Organize report by categories:

  1. Click Group By
  2. Select grouping field
  3. Optionally add sub-groups
  4. Choose sort order

Common groupings:

  • By Location
  • By Item Type
  • By Date (day, week, month)
  • By User
  • By Status

Step 5: Add Calculations​

Include summary calculations:

CalculationUse For
CountTotal items, inspections
SumNumeric totals
AverageMean values
PercentagePass rates, completion rates
Min/MaxRange values

Step 6: Design Layout​

Configure report appearance:

Table Settings

  • Column widths
  • Header formatting
  • Row alternation
  • Totals row

Chart Options

Add visualizations:

Chart TypeBest For
Bar chartComparing categories
Line chartTrends over time
Pie chartProportions
GaugeSingle metrics

Report Preview​

Previewing Your Report​

Before saving:

  1. Click Preview
  2. Review data accuracy
  3. Check formatting
  4. Test filters
  5. Verify calculations

Sample Data​

Preview shows:

  • Limited rows initially
  • Full data on generate
  • Approximate counts

Saving Reports​

Save Options​

OptionDescription
SaveSave to your reports
Save AsSave copy with new name
Save as TemplateMake available to others

Report Metadata​

When saving, specify:

  • Report name
  • Description
  • Category
  • Access permissions

Report Settings​

General Settings​

SettingDescription
NameReport title
DescriptionWhat the report shows
CategoryFor organization
Default formatPDF, Excel, or CSV

Data Settings​

SettingDescription
Date range defaultDefault time period
Max rowsLimit data volume
Sort defaultInitial sort order
Auto-refreshUpdate interval

Display Settings​

SettingDescription
Page sizeA4, Letter, etc.
OrientationPortrait or Landscape
Show filtersDisplay applied filters
Include timestampAdd generation time

Working with Saved Reports​

Editing Reports​

  1. Go to Reports
  2. Find your report
  3. Click Edit
  4. Make changes
  5. Save

Duplicating Reports​

Create variations:

  1. Open report
  2. Click Duplicate or Save As
  3. Modify as needed
  4. Save with new name

Deleting Reports​

  1. Go to Reports
  2. Find report
  3. Click Delete or trash icon
  4. Confirm deletion

Advanced Features​

Calculated Fields​

Create custom calculations:

Pass Rate = (Passed Inspections / Total Inspections) * 100
Days Since Last Inspection = Today - Last Inspection Date

Conditional Formatting​

Highlight based on values:

  • Red for failed inspections
  • Yellow for approaching due dates
  • Green for compliant items

Parameters​

Make reports dynamic:

  • Date range selector
  • Location picker
  • Status filter
  • User selection

Parameters prompt user when running report.

Sub-Reports​

Include linked reports:

  • Summary with detail drill-down
  • Master-detail layouts
  • Cross-referenced data

Performance Tips​

For Large Datasets​

  1. Use filters to limit data
  2. Avoid unnecessary fields
  3. Use date ranges
  4. Group to summarize
  5. Export for detailed analysis

Optimization​

IssueSolution
Slow loadingAdd date filter
Too much dataIncrease grouping
Timeout errorsReduce scope

Common Report Examples​

Weekly Inspection Summary​

  • Group by: Week
  • Fields: Inspection count, Pass count, Fail count, Pass rate
  • Filter: Last 12 weeks
  • Chart: Line chart of pass rate

Items Needing Attention​

  • Filter: Status = "Needs Attention"
  • Fields: Item name, Location, Last inspection, Issue
  • Sort: Last inspection date ascending

Inspector Performance​

  • Group by: Inspector
  • Fields: Inspections completed, Pass rate, Average time
  • Filter: This month
  • Chart: Bar chart of completions

Location Compliance​

  • Group by: Location
  • Fields: Total items, Inspected, Overdue, Compliance rate
  • Filter: Active items only
  • Chart: Gauge for each location

Troubleshooting​

No Data Returned​

  • Check filter values
  • Verify date range
  • Confirm data exists
  • Check permissions

Incorrect Calculations​

  • Verify formula
  • Check field types
  • Review grouping
  • Test with sample data

Report Won't Save​

  • Check required fields
  • Verify permissions
  • Try different name
  • Contact support

Best Practices​

Naming Conventions​

Use clear, descriptive names:

  • Include purpose: "Weekly Inspection Summary"
  • Include scope: "Building A Compliance"
  • Include frequency: "Monthly Safety Report"

Documentation​

For each report, document:

  • Purpose
  • Who uses it
  • When to run it
  • Key metrics
  • Filter recommendations

Regular Review​

Periodically review reports:

  • Still needed?
  • Data accurate?
  • Can be improved?
  • Users satisfied?

Next Steps​