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    • Modified on: Tue, 8 Oct, 2024 at 11:57 AM
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    Overview


    The Maintenance Reports section of the Maintenance Tab allows you to pull more extensive data from your maintenance module than you'd be able to see by going to the Maintenance tab and clicking Search Requests. From the     Maintenance Reports section, you can generate detailed reports to review data on the many aspects of the Maintenance Module and produce data related to Maintenance Requests. Please take a look at our Maintenance Tab Help Topics for more information on Maintenance in BuildingLink.


    Note: Click on the images to enlarge them.


    Table of Contents


    Maintenance Reports


    Maintenance Reports can be generated in the Maintenance Tab or via the Reports/Data Tab. 

     


    Maintenance Reports

    • Monthly Building Activity Report
    • Charge-Back Report

    Summary Reports - Maintenance Requests 

    • by Maintenance Catagory
    • by Equipment Item
    • by Unit
    • by Time to Close
    • by Employee
    • by Assigned Vendor/Contractor 
    • by Category with Time to Close 

    Monthly Building Activity Report


    This standard report can detail Maintenance Requests, Recurring Tasks, and Communication in a set period of time.



    Click on Monthly Building Activity Report under Management Reports in the Maintenance Reports Menu. The report customization menu will then be displayed.  



    The report date defaults to the most recent past calendar month (first of the month to the last day of the month). Although, the report can be run for specific dates if you require. Click Date Range to switch to the custom date range entry. 



    Select from the displayed options to customize your report. 



    You can multi-select details to include or exclude from your report from three sections in the report customization options menu. 

    Requests to Include, Details to Include, and Communication Details to Include. 


    Radial buttons (circle selections) are not multi-select; only one option can be selected in the Group by section.


    Upon selecting your custom reporting options, you can generate the reports as an Onscreen Preview, a PDF, or Excel. 


    Charge-Back Report


    The Charge-Back Report generates information-based reports on costs incurred and reported during Maintenance Requests. This report can be used to charge occupants for work completed in their Unit or to detail expenses associated with Maintenance Requests.



    There are many options to customize your Charge-Back Report. A report search/customization menu will display after selecting Charge-Back Report from the Maintenance Reports Menu. 


    In this menu, you can choose options for the output of your Charge-Back Report.


    Note: *The Charge-Back Report will only display data if costs/charges were posted to Maintenance Requests within your date range. 



    Upon selection of your custom report criteria, click Search. The report will generate below in the same window. The report can be exported as a PDF or an Excel file (for more flexibility in editing). 


    Summary Reports - Maintenance Requests by Maint. Category


    This report will produce data on maintenance requests reported by category. 



    There are many options to customize your Requests by Maint Catagory Report. A report search/customization menu will display after selecting Summary Report - Maintenance Requests by Maint Category from the Maintenance Reports Menu. 


    In this menu, you can choose options for the output of your Summary Report - Maintenance Requests by Maint Category. 



    Upon selection of your custom report criteria, click Search. The report will generate below in the same window. The report can be exported as a PDF or an Excel file (for more flexibility in editing).


    Summary Reports - Maintenance Requests by Equipment Item 


    This report will produce data on maintenance requests reported by Equipment Item.



    There are many options to customize your Maintenance Requests by Equipment Item Report. A report search/customization menu will display after selecting Maintenance Requests by Equipment Item from the Maintenance Reports Menu.  In this menu, you can choose options for the output of your Maintenance Requests by Equipment Item Report.


    Note: *The Maintenance Requests by Equipment Item Report will only display data if Equipment items have been associated with posted Maintenance Requests within your date range.



    Upon selection of your custom report criteria, click Search. The report will generate below in the same window. The report can be exported as a PDF or an Excel file (for more flexibility in editing).


    Summary Reports - Maintenance Requests by Unit


    This report will produce data on maintenance requests reported by unit.



    There are many options to customize your Maintenance Requests by Unit Report. A report search/customization menu will display after selecting Maintenance Requests by Unit from the Maintenance Reports Menu. 


    In this menu, you can choose options for the output of your Maintenance Requests by Unit  Report. In this report, you can select the most frequent 10%/20%/50% of units with Maintenance Requests in your selected period.  



    Upon selection of your custom report criteria, click Search. The report will generate below in the same window. The report can be exported as a PDF or an Excel file (for more flexibility in editing).


    Summary Reports - Maintenance Requests by Time to Close


    This report will produce data on maintenance requests reported by Time to Close. This report can be particularly useful in identifying lingering/unresolved/slow-to-resolve requests. 



    There are many options to customize your Maintenance Requests by Time to Close Report. A report search/customization menu will display after selecting Maintenance Requests by Time to Close from the Maintenance Reports Menu. 


    In this menu, you can choose options for the output of your Maintenance Requests by Time to Close Report. In particular, you can select an interval to display the results in this report. Example: 2 days or 1 week. 

    Additionally, be sure to select a choice to Omit Recurring Tasks from this data as needed. 



    Upon selection of your custom report criteria, click Search. The report will generate below in the same window. The report can be exported as a PDF or an Excel file (for more flexibility in editing).


    Summary Reports - Maintenance Requests by Employee


    This report will produce data on maintenance requests reported by Employee(s). This report can be useful in identifying employee assignments or trends in employee requests.


    There are many options to customize your Maintenance Requests by Employee Report. A report search/customization menu will display after selecting Maintenance Requests by Employee from the Maintenance Reports Menu. In this menu, you can choose options for the output of your Maintenance Requests by Employee  Report.


    Note: *The Maintenance Requests by Employee Report will only display data if Employee(s) have been associated with posted Maintenance Requests within your date range.



    Upon selection of your custom report criteria, click Search. The report will generate below in the same window. The report can be exported as a PDF or an Excel file (for more flexibility in editing).

    *Please remember the option to Show Subtotals by Status when making your choice, as the report results will differ significantly depending on this choice.  


    Summary Reports - Maintenance Requests by Assigned Vendor/Contractor


    This report will produce data on maintenance requests reported by Assigned Vendor/Contractor. This report can help manage Maintenance Requests assigned to vendors/contractors. 



    There are many options to customize your Maintenance Requests by Assigned Vendor/Contractor Report. A report search/customization menu will display after selecting Maintenance Requests by Assigned Vendor/Contractor from the Maintenance Reports Menu. 

    In this menu, you can choose options for the output of your Maintenance Requests by Assigned Vendor/Contractor Report.


    Note: *The Maintenance Requests by Assigned Vendor/Contractor Report will only display data if the system option to assign requests to outside parties is enabled and if a Vendor has been associated with posted Maintenance Requests within your date range.



    Upon selection of your custom report criteria, click Search. The report will generate below in the same window. The report can be exported as a PDF or an Excel file (for more flexibility in editing).

    Please remember the option to Show Subtotals by Status when making your choice, as the report results will differ significantly depending on this choice.  


    Summary Reports - Maintenance Requests by Category with Time to Close


    This report will produce data on maintenance requests, reported by category and Time to Close. This report can help identify trends in the resolution of requests by category.  



    There are options to customize your Maintenance Requests by Category with Time to Close Report. A report search/customization menu will display after selecting Maintenance Requests by Category with Time to Close from the Maintenance Reports Menu. In this menu, you can choose options for the output of your Maintenance Requests by Category with Time to Close Report.



    Upon selection of your custom report criteria, click Search. The report will generate below in the same window. The report can be exported as a PDF or an Excel file (for more flexibility in editing).


    Note: If your report date range is over 30 days long, the report may display further to the right "off-screen" and can be accessed by scrolling right. off-screen