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    • Product Update: Maintenance Reports

    • Modified on: Thu, 19 Sep, 2024 at 4:42 PM
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    Note: This article is for the newly redesigned module. This updated module is in the process of being rolled out and may only be available to some users.


    Overview


    The Maintenance Reports section of the Maintenance tab allows you to pull more extensive data from your maintenance module. In this article, you will find information on how to create reports regarding Maintenance Requests. You must be a Management or Security Officer-level user to access all of these maintenance reports. Please take a look at our Maintenance Tab Help Topics for more information on Maintenance in BuildingLink.



    Table of Contents

    Maintenance Reports

    To find the maintenance reports, go to the Maintenance tab and select Maint reports, or go to the Reports/Data tab and select Reports.




    Monthly Building Activity Report


    The Monthly Building Activity Report can include Maintenance Requests, Recurring Tasks, Emails, Emergency Broadcasts, and Library Documents.



    You will be able to customize this report to show the information you need, including the date range, how to group the information, what details to include, and what communications were sent regarding these events. 


    The report will default to the most recent full month. For example, if you create the report on June 5th, the report will default to May 1st -31st. You may choose a specific date range by clicking Change to date range at the top.


    You can check as many boxes as needed, except in the "Group by" section.

    You can then export to either Excel or a PDF.


     

    Charge-Back Report


    The Charge-Back Report generates information based on the charges accrued for Maintenance Requests.



    Use the filters at the top of the page to refine your search by unit, dates, reference number, location, category, and who was charged. Click Apply to generate the report.


    You may export the information to Excel or as a PDF using the buttons in the upper right of the list, or you can view the total at the bottom of the page.



    Maintenance Reports - Summaries


    You may want to see a summary of maintenance requests based on a specific category, time to close, unit, employee, etc. You can use the Maintenance Reports to find this information.


    Below is a list of the different summary reports available, along with an overview of what information they will allow you to pull:


    • Maintenance requests by maint category- This report allows you to quickly view the most frequently used maintenance categories.
    • Maintenance requests by time to close- This report helps identify trends in lingering/unresolved/slow-to-resolve requests.
    • Maintenance requests by unit- This report will show you the units with the most frequent maintenance requests within your selected period.
    • Maintenance requests by employee- This report is useful for identifying employee assignments or trends in requests assigned to employees. It will only display data if employees have been assigned with posted maintenance requests within your date range.
    • Maintenance requests by category with time to close- This report helps identify trends in lingering/unresolved/slow-to-resolve requests by category. 
    • Maintenance requests by assigned vendor/contractor- This report will only display data if the system option to assign requests to outside parties is enabled and a vendor has been assigned to posted maintenance requests within your date range.
    • Maintenance requests by equipment item- This report will only display data if Equipment Items have been associated with posted maintenance requests within your date range. For a more detailed overview of this report, you can take a look at our Equipment help article.





    Once you select the type of report, you may add more filters, such as the date range, location, and further grouping options.




    Once the report is generated, you may click on a specific field to drill down even further. 

    For example, click the number of Open requests to find the list of maintenance requests associated with that category. 



    You may also use the tabs at the top of the page to switch to another report easily.