Generating Custom Reports in EZOfficeInventory

Custom Reports in EZOfficeInventory

Data insights are crucial if you want your business to succeed. Our Custom Reports provide you with access to more in-depth data and greater customizability – all from one place. You can identify connections between different data sets, and get specific details important to your workflow.

1. Getting Started

To get started, first ensure that the Custom Reports Add On is enabled. Go to Settings → Add Ons → Custom Reports. Here, enable the Add On and select the appropriate checkboxes if you’d like to allow users to save and schedule Custom Reports. 

New - enable custom reports

Now, once you’ve saved these changes, head to Reports → Custom Reports → Custom Report. You can also click on the ‘Create Report‘ button on the top-right of the Reports page to be taken directly to the Custom Report page.

Here, you can build your Custom Reports from scratch. Before we get into that, take a look at the buttons highlighted below.

New - load saved reports

  • Load Saved Report: Load a report you previously saved. Learn more.
  • View Scheduled Report: View any reports you’ve scheduled within this category. In order to schedule a report, you need to first enable the relevant settings from Settings → Add Ons → Schedule Custom ReportsLearn more.
  • Export: Download this report as a CSV/PDF, or upload it to your OneDrive/Dropbox. Learn more.

2. Selecting a Module

Start creating your report by selecting a primary module for your report. Here’s a look at the primary modules you can choose for your Custom Report:

New - choose primary module

The extensive list of options enables you to pull insights for any aspect of your operations. If you want to generate a maintenance report, choose ‘Services’, or select ‘Locations’ to generate a report on your national operations.

Next, select one or more related modules.

These are dependent on your initial selection. For example, choosing ‘Locations’ allows you to choose from related modules such as Items, Location History, Stock Requests, and Work Orders.

Let’s create our very first custom report.

We want to run a report on business assets sent to specific job-sites for different projects. For that, we’ll select ‘Items’ as the primary module. That results in the following related modules:

New - select related modules

For the purpose of this report, we’ve chosen ‘Carts’ and ‘Locations’ as the related modules. These choices update the columns available to you in the next step.

Note: Some related modules can have multiple associations with a single item. As an example, one item can be associated with multiple Comments, Documents, and Carts. When setting up a report, you cannot select more than one of these related modules. In the above example, since we chose Carts, the Documents and Comments checkboxes are locked.

3. Selecting Columns

Now, we need to select columns based on all 3 of our chosen modules. To do this, simply select the columns you want to add.

New - select from available columns

We’re adding in item identifiers, location identifiers and cart fields for our report. We even added a Custom Field (‘Item Project Number’) that was created so we could track projects individually. As always, the Custom Fields relating to each category appear at the very end of that category.

4. Applying Filters

Apply filters to your Custom Report by picking the relevant category, filling in the fields next to it, and clicking ‘Add Filter’. These filter options are also dependent on the primary and related modules you’ve chosen.

We picked ‘Items’, ‘Carts’ and ‘Locations’, so we can add multiple filters based on any of these modules.

New - add filter

Here’s how to add a filter:

  1. Choose a module and the filter you would like to apply.
  2. Next, choose between items displaying in an ascending or descending order.
  3. Click on ‘Add Filter’. This action adds the filter to the list of Applied Filters.
  4. To add another filter, use the same dropdown to select a new module and filter.

For our report, we’ve chosen a Location filter for Atlanta Office, as well as a filter for ‘Checked out’ Carts.

New - applied filters

Additionally, you can also apply two or more filters to one module. To stack filters in this manner, choose the same module again with a different filter state, and click on ‘Add Filter’. We’ll try this on our Cart status filter. 

New - Filters stacked

The stacked filters are highlighted in the image above. You can click on the crosses to remove one of the filters, or hit Remove Filter to remove the entire filter.

5. Grouping line items in the report

You can also group line items to make it easier for you to view and analyze the report. This feature clubs similar items together to improve report readability.

To begin, click on ‘Group rows’ under Step 3. Next, simply make your selections.

We’ll choose to group rows by Item names.

New - Group rows

6. Running Your Custom Report

Once you’re done creating your report, it’s time to generate it!

Click on one of the following buttons, depending on your need:

  • Run Report: Generates the Custom Report.
  • Save Report: Saves the template for future use. This option is only visible once you’ve run the report.
  • Schedule Report: Sends the report to specified people at set intervals.

We’ll run our report now. Here’s what it looks like:

New - custom report

Notice that the same item names are grouped together. You can click on one of the arrows highlighted to expand an entry or collapse it. 

Have Questions?

If you have any questions about EZOfficeInventory, feel free to reach out to our support team at support@ezofficeinventory.com

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