Custom Reporting

Below are a few examples of reports that can be created using Custom Reporting. Follow the steps in the Create Custom Reports section of this article to set up reports like these for your building.

• Work orders completed last month

• Work orders that took a certain number of labor hours

• Monthly open work orders

• Work orders completed by a specific work group or team member

• Escalated work orders

• Billing-ready reports that include custom fields like Post Month or Due Date using Dynamic Date Columns

Create Custom Reports

1. Navigate to the Reports and Analytics module and click on the name to open the sub-pages.

2. Click on Work Order Analytics page, and then Custom Reports. From here you will see a table view that will show all custom reports created by your team.

   

3. Click on +New Custom Report in the upper right.
   • Name: Name your report.
     Pro-tip: include the data type and time period in the report name for easier organization (example: December Engineering Team Open Work Orders)
   • Breakout Type: Choose how you want your rows to breakout when viewing your report.
     • Standard Row Type: each work is a work order
     • Billables Report: Each row is related to a billable item such as labor entry or material entry. Any cost codes and rules defined on those materials, labor rates and tax/markup settings will apply. If there are multiple materials or labor entries added to a work order, then each item will display as a separate row.
4. Click Save. Once your report is created, it will appear in the table view.
5. Click on the report name to open and customize it.
6. Choose the date range:
   • Date Range Start: click on the calendar icon to select the date range start time
   • Date Range End: click on the calendar icon to select the date range end time
   • Date Type: Choose the type of work orders included in the report.
     • closed work orders
     • completed work orders
     • exported work orders
     • submitted work orders
     • verified work orders

Remember that the information included in these reports is based on the date range. For example, the following filters would create a report that includes all work orders submitted between 12/1/2024 and 12/31/2024

7. Click on the Filter button to add filters to drill down into only the data you want to include; there are over 30 filter fields available.

   

   For example, if we want to ensure we are looking for only the open work orders from December tied to the Engineer Work Group (December Engineering Team Open Work Orders), we would filter the Status field and the Groups field.

   

   The combination of date range, date type, status, and Groups filters would show us all December Engineering Team Open Work Orders.

8. Edit the columns to show/hide and reorder the columns as needed. The downloaded report will respect the column edits.

9. Click on the download button to download your report as a .csv file. For further customization of how the report is exported, edit the Custom Report Mapping.

   

Custom Report Mapping

Custom Report Mapping allows you to fully control which columns appear in a custom Work Order report and how those columns are exported. Once enabled for a report, the system will export only the columns you configure and in the exact order you arrange them. This section explains all available column types and how each one is configured. Columns can be reordered within Custom Report Mapping using Move Up and Move Down buttons, and the order defined here determines the final order of columns in the exported report.

To get started, open a Custom Work Order Report and select the Custom Report Mapping tab. Click Enable Custom Export Mapping to override the default export structure. After this is enabled, you must manually add every column you want to appear.

Notes:

• The export will ONLY include the data fields and columns you set below.
• The export cannot be dynamically re-ordered once set up, so ensure you have correct order prior to starting the customization.

Column Types: There are four categories of columns you can add:

1. Cove Data Field Columns
   These pull in any standard Work Order field. You select the field from a dropdown and assign your own export header name. You can add the same field more than once if needed.

2. Blank Columns
   These create a column with a header but no data. All rows remain blank—useful when a report needs spacing or reserved fields.

3. Static Value Columns
   These columns display the same value in every row. You define the value (e.g., “N/A,” “1,” or a fixed code) and give the column a header name.

4. Dynamic Date Columns (New)
   Dynamic Date Columns allow you to create calculated date fields that are generated automatically when the report is exported. These are commonly used for billing fields like Post Month, Invoice Date, or Due Date.

5. Sequence Number Column (NEW) 
   Sequence Number columns automatically assign an incrementing number to each row in the export, which is useful for ordered line items, indexing, or meeting external system requirements.

Cove Data Field Columns

1. Click + Add Column (Cove Data Field).

2. Choose the Work Order field you want to export from the dropdown.

3. Enter the Export Header Name that should appear in the final file.

4. Repeat as needed. You may add the same field multiple times if your export requires duplicates.

Blank Columns

1. Click + Add Blank or Static Value Column.

2. Enter the Static Value that will appear in every row (e.g., “N/A,” “1,” or a required code) or Leave Blank.

3. Enter the Column Header Name.

Sequence Number Column

1. Click + Add Sequence Number Column.

2. Enter the sequence number.

3. Enter the Column Header Name.

Dynamic Date Columns (New)
Dynamic Date Columns allow you to generate a date automatically each time a report exports. This is useful when fields such as Post Month, Due Date, or Charge Month change monthly or depend on Work Order activity; for example, you can configure a Due Date to always fall on the 2nd day of the next month, no matter when the Work Order is closed.

When adding a Dynamic Date Column, you will configure three core elements: date format, anchor date, and offset, plus an optional day rule (for full dates). These rules work together to determine the final date that appears in the export.

1. Click + Dynamic Date Column.

2. Choose a Date Format:

   • MM-YYYY (Month–Year only)
     

   • MM/DD/YYYY (Full date)
     When selected, example text shows how the date will appear.
     

3. Enter the Export Header Name.

4. Select an Anchor Date.
   The anchor date is the starting point for the calculation. The system uses this date first, then applies your offset and day rule. You can anchor the dynamic date to one of the following:

   • Batch Date – The date the batch export is generated. When Batch Date is used as the anchor, the system uses the end date of the batch period for all calculations.

   • Verified Date – When the Work Order was verified

   • Closed Date – When the Work Order was closed
     
     Example: If the anchor is Closed Date and a work order closes on Sept 15, all calculations begin from Sept 15.

5. Select an Offset.
   The offset determines which month the final date should fall in relative to the anchor date and you can choose from the following options. 

   • Prior Month – Moves to the previous month

   • Current Month – Stays in the same month as the anchor

   • Next Month – Moves to the following month
     
     Example: If the anchor is Verified Date and a work order is verified on January 25, applying an offset of Next Month means all calculations move into February.

6. If you chose MM/DD/YYYY, configure the Day Rule.
   The day rule determines which exact day of the selected month should be used. You can choose from the following options:

   • Fixed Day – You select a specific day of the month (e.g., 1, 2, 15).
     Example: A work order is verified on November 10 and you set the offset to Next Month with a Fixed Day of 2, the report will export a date of December 2.

   • End of Month – The system automatically uses the last day of the month (28, 29, 30, or 31 depending on the month).
     Example: If the anchor date is January 22 and the offset is set to Next Month with an End of Month rule, the report will export a date of February 28 (or 29 in a leap year).

   • Same as Anchor – Uses the same numerical day as the anchor date.
     Example: If a work order is closed on June 30 and the offset is set to Next Month with the Same as Anchor rule, the report will export a date of July 30—useful when charges should post on the same day of the next billing cycle.

7. Save your selections. The system will calculate the date automatically each time the report runs.