Propertyware Knowledge Base

Help Topic Sections

• Viewing Reports
• Customizing Reports
• Filtering Report Data
• Choosing Report Columns to Display
• Sorting Report Data
• Totaling Report Data
• Adding Charts to Reports
• Exporting Reports
• Emailing Reports
• Scheduling Reports for Automatic Email
• Publish Report Online

Viewing Reports
To view a report in Propertyware:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
5. The buttons above the report (New, Edit, Clone, Refresh Report, Print) allow you to perform any one of these actions on the report
6. A filter option appears at the bottom of the report that controls the number of rows of data displayed. To show more rows on one page of your report, click the arrow in the Show Rows Dropdown list and choose from the list of options.
7. You can choose one of the report options that appear as tabs above the report to customize your report.
8. To return to the Reports Menu, click the Back to Reports link at the top of the page.
   
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Customizing Reports
Reports within Propertyware contain a series of Report Tabs that allow you to alter the report in a variety of ways, whether a Default Report or a Custom Report.

1. X: This option allows you to hide the report options from the screen.
2. Filters: This tab allows you to change the search criteria for your report data. The options available in this section depend on the type of report created.
3. Sorting: This tab allows you to create a default sorting order for your report data. You can choose to sort the report data by up to three columns.
4. Columns: This tab allows you to determine the specific columns of data to be displayed in your report.
5. Totals: This tab allows you to determine the column totals to display in the header of your report.
6. Chart Settings: This tab allows you to create a animated chart that summarizes your report data.
7. Export: This tab allows you to export your report into either MS Excel, Adobe PDF or a separate HTML window.
8. Email: This tab allows you to email a copy of your report to any recipient (including owners and property managers) as an attached MS Excel spreadsheet or Adobe PDF file.
9. Schedule: This tab allows you to create a recurring schedule for delivering your report to any recipient (including owners and property managers) as an attached MS Excel spreadsheet or Adobe PDF file.
10. Publish: This tab allows you to publish your report to a secure URL that can be emailed to anyone or to the Propertyware Owner Portal.
    
    
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Filtering Report Data
The Filters Tab on the detail screen of any report, allows you to change the data you are mining from within the application. Once a filter has been set on a report, you can preview the changes or save them so they will be available each time you run the report.

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. The following options are available in the Reports Filter:
   
   

   Field Name	Description
   Report Period	Define the time period for which to filter the data begin displayed. Choose from one of the standard date fields in the dropdown menu labeled “Where” and then choose the appropriate date range from the “Falls Within” dropdown menu. You will find several dynamic date filters such as This Month or This Year, as well as Custom Date Range where you can set the start and end date for the report data displayed.
   Property Filters	(Available for most reports) By default, this filter is set to None, which will display all the data. You can choose to filter the report data by portfolio, building or property manager. Simply choose the appropriate option from the dropdown menu and select those properties/property managers you would like to have included in your report.
   Custom Filters	This section allows you to define the data to include or exclude in your report, based on certain fields and the values within those fields. The fields available for you to filter the report data by are based on the type of report you are viewing. For example, a Lease Report will allow you to filter by all the fields present within a Lease record, such as Lease Status and any custom field you may have created. To add a custom filter, click the Add Custom Filter button and choose the appropriate field from the dropdown menu. Next, select the appropriate operator from the list and enter the value in the adjacent field. You can add multiple custom filters to your report be repeating these steps. We recommend that you preview each filter and the resulting data before adding multiple filters at once.

   
   
   
6. After you set the filter(s) for your report, we recommend click the Preview Changes button to see the resulting data. If you would like to save the changes make to the report, click the Save button at the top of the screen.
   
   
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Choosing the Columns of Report Data to Display
The Columns Tab on the detail screen of any report, allows you to change the information that will be displayed on the screen. The available columns of data to include/exclude in your report will depend on the category of the Report.

To modify the columns of data displayed in your report:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. Click the Column tab on the report options. This will reveal the available columns to display in the report. The available columns are based on type of report you have generated. In some scenarios you will have the option to choose from column of data from other related objects as well (i.e. the attached portfolio, building or unit).
   
6. Select the fields you would like displayed by checking the box that appears nest to them.
   
7. Click the Preview Changes button below the available columns. This will refresh the screen with the selected column of data. The report, however, has not been saved with the data fields you have selected.
   
8. If you are satisfied with the column of data displayed, click the Save button at the top of the page.
   
   
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Sorting the Data in a Report
The data in a Propertyware report can be sorted by three methods:

• Click the column header to sort the data displayed on the screen
• Create a sorting order that you would like to have saved on your report
• Export the report to Microsoft Excel for more advanced sorting

To sort the order of the data displayed in your report:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. The report can be sorted by any of its column headers by simply clicking the header of any column. Once you sort by a column header, an arrow appears within the header to indicate the current sort order of the report. This form of sorting is limited to the data that is displayed on the screen and will not be saved.
6. Alternatively, click the Sorting tab on the report options. This will reveal an area where you can choose up to three columns of data to sort your data by ascending or descending order.
7. Click the Preview Changes button below. This will refresh the screen with the selected column of data sorted. The report, however, has not been saved with sorting option you have selected.
8. If you are satisfied with the column of sorting displayed, click the Save button at the top of the page.
9. For advanced sorting, export your report to MS Excel by clicking the Export tab available in the report options.
   

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Totaling Data on Reports
The Report Totals Tab allows you to display totals of the applicable numeric columns within your Propertyware report. The available totals to be displayed depend on both the Report Category and the type of report.

To add or modify the totals displayed on your report:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. Click the Totals tab on the report options. This will reveal an area where you can choose which columns of data you would like to summarize at the top of the report detail page. The available columns to total depend on both the Report Category and the type of report.
6. The available numeric columns will appear on this page with checkboxes to choose from one of the following options:
   
   

   Field Name	Description
   Sum	This displays the total sum of all the cells in the applicable column.
   Average	This displays the total average of all the cells in the applicable column.
   Minimum	This displays the minimum value of all the values within the cells in the applicable column.
   Maximum	This displays the maximum value of all the values within the cells in the applicable column.

   
   
   
7. Click the Preview Changes button below. This will refresh the screen with the totals at the top of the page. The report, however, has not been saved with sorting option you have selected.
8. If you are satisfied with the totals displayed, click the Save button at the top of the page.
9. For more advanced calculations, export your report to MS Excel by clicking the Export tab available in the report options.
   

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Adding Charts to Reports
Propertyware allows you to transform your report data into animated Charts that illustrate important information or trends. Choose from a variety of chart types and methods for summarizing your Propertyware report data.  This feature requires that your Internet browser has the latest version of Adobe Flash install (download from here).

To Add a Chart to a Report:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. Click the Chart Settings tab on the report options. This will reveal an area where you will need to toggle a dropdown menu for the Enabled field to “Yes.” This will reveal an area where you can configure your chart.
6. To configure your chart your will need to choose from the following options:
   
   

   Field Name	Description
   Caption	(Optional) Enter a caption for the chart. This caption will appear centered inside the chart at the top.
   Chart Type	There are two chart type categories within Propertyware: Basic Charts, which allow you to report on a field and its corresponding values, or Group By Charts, through which you can add a third element to organized your data. For example, if you created a chart to view the total rent collected by portfolio, with a Group By Chart, you could also show the total rent collected by building or unit within that portfolio as well. When selecting a Chart Type, a preview of the chart and the data you feed to its X and Y axes will appear to the right of the Chart Type drop down menu.
   First Axis	Choose the column of data you would like to appear on the first axis of your report by selecting an option from the Breakdown By dropdown menu. The available columns to total depend on both the Report Category and the type of report.
   Second Axis	The Second Axis allows you to choose from one of the following operators: Record Count Applied to the First Axis. (i.e. Record Count of total Leases) Sum Displays a list of all numeric standard and custom fields from the report data. Average Displays a list of all numeric standard and custom fields from the report data.
   Grouping	Available only when a Group by Chart has been selected from the Chart Type dropdown menu. Choose a column for which you would like your report date grouped.

   
   
7. Click the Preview Changes button below. This will refresh the screen with the animated chart at the top of the page.
8. If you are satisfied with the totals displayed, click the Save button at the top of the page.
9. For more advanced calculations, export your report to MS Excel by clicking the Export tab available in the report options.
10. If at any time, you want to remove the chart from your report, disable the chart by setting the Enabled flag to "No", then click the Save button at the top of the report detail screen.
    
    
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Exporting Reports
Propertyware allows you to export any report to HTML, Microsoft Excel or Adobe PDF format. This feature can be valuable for users looking for any of the following:

• Take a "snapshot" of your Propertyware data at any given point in time
• An additional backup of your Propertyware data, beyond the daily backups performed by Propertyware.
• Offline access to important Propertyware data on a desktop computer or mobile device.
• Advanced manipulation of Propertyware data
• Integration with other third party tools

To export any Propertyware report:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. Click the Export tab on the report options. This will reveal an area where you can choose from the three methods for exporting the data in the report displayed below.
   
6. Choose the appropriate export file type and click the Export Report button.
   
   

   Useful Tip

   Once you have designed a Propertyware report to display the data you seek, you can save time exporting it to MS Excel by clicking the Export link within the Actions column on the screen that list all the reports. This is also an excellent tool for any report with a large amount of data that can run faster when exporting the data.

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Emailing a Report
Propertyware allows you to email a copy of any report directly from the online application with just a few clicks. The Email Tab on the report options allows you to email the as an attached MS Excel or Adobe PDF file, directly from the Propertyware application.

To email any Propertyware report:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. Click the Email tab on the report options. This will reveal an area where you can choose to email the report as either an MS Excel spreadsheet or an Adobe PDF.
   
6. Choose one of the Send To options below:
   
   

   Send To Option	Who is the Recipient?	Data Filtered?	What Data Gets Sent
   Specified Recipients	Anyone. Simply type in their email address and separate each recipient by a comma.	NO	Sends the same copy of the report data to each recipient.
   Portfolio Owners	Owner contacts attached to ACTIVE portfolios. Choose Send to All contacts attached to a portfolio or select Choose Recipients to designate the owner contacts that should receive the report. You may only select owners with a valid email on their account.	YES	This option will send a copy of the report to each selected owner contact with the data automatically filtered by the portfolio for which their contact is attached. This option will ignore any Property Filter set on the report displayed on the screen.
   Property Managers	Users attached to ACTIVE portfolios as a Property Manager. Choose Send to All contacts attached as a property manager to a portfolio or select Choose Recipients to designate the property managers that should receive the report.	YES	This option will send a copy of the report to each selected property manager with the data automatically filtered by the portfolio for which they manage. This option will ignore any Property Filter set on the report displayed on the screen.

   
   
   
7. Enter any accompanying message in the Message field. Use the Text Editor above the text field to format your message.
8. Click the Email Report button.
9. A confirmation message will appear.  Click Send Another to email the report again in the same format to the same group of recipients.
   
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Scheduling Reports for Automatic Email
Propertyware allows you to schedule any report to be automatically emailed on a frequency that you can define. By using the Schedule tab option on Propertyware reports you can send reports on a regular, recurrent basis to a defined group of people. This feature is an excellent tool for creating regular backups of your Propertyware data. In addition, this feature is only available to users that have been designated as an administrator.

To schedule any report to be automatically emailed from Propertyware:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. Click the Schedule tab on the report options. Toggle the Scheduled optioned to “Yes.” This will reveal the options you will need to configure to have the selected report automatically scheduled for email delivery. The options for the report schedule include:
   
   

   Field Name	Description
   Format	Choose to email the report as either an MS Excel spreadsheet or an Adobe PDF.
   Start Date	Enter the Start Date for when the report will be scheduled to email.
   Run Every	You can schedule the report to run daily, weekly or monthly, and you can schedule it for intervals from 1 to 20 (for example, every 1 month, or every 20th day).
   From	Choose the Sender of the report. The From dropdown menu displays a list of all your users within Propertyware. This field controls the email address that appears in the “from” field on your email.

   
   
6. Choose one of the Send To options below:
   
   

   Send to Option	Who is the Recipient?	Data Filtered?	What Data Gets Sent
   Specified Recipients	Anyone. Simply type in their email address and separate each recipient by a comma.	NO	Sends the same copy of the report data to each recipient.
   Portfolio Owners	Owner contacts attached to ACTIVE portfolios. Choose Send to All contacts attached to a portfolio or select Choose Recipients to designate the owner contacts that should receive the report. You may only select owners with a valid email on their account.	YES	This option will send a copy of the report to each selected owner contact with the data automatically filtered by the portfolio for which their contact is attached. This option will ignore any Property Filter set on the report displayed on the screen.
   Property Managers	Users attached to ACTIVE portfolios as a Property Manager. Choose Send to All contacts attached as a property manager to a portfolio or select Choose Recipients to designate the property managers that should receive the report.	YES	This option will send a copy of the report to each selected property manager with the data automatically filtered by the portfolio for which they manage. This option will ignore any Property Filter set on the report displayed on the screen.

   
   
7. Enter any accompanying message in the Message field. Use the Text Editor above the text field to format your message.
8. Click the Email Report button.
9. A confirmation message will appear.  Click Send Another to email the report again in the same format to the same group of recipients.
   
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Publish Report Online
Propertyware allows you to share real-time access to your report data via a secure URL that can be emailed to anyone or with owners through the Owner Portal. This is an ideal feature to give self-service access to Propertyware report data. This feature is only available to users that have been designated as an administrator.

To publish your Propertyware report:

1. Click the Reports tab from the
   
2. Expand one of the sections to view a list of available reports by Report Category.
   
3. Choose a report from the list by clicking the linked name or click View within the Action column.
   
4. The report appears with the name of the report at the top left and the summary of the report beneath it.
   
5. Click the Published tab on the report options. Click the Publish Report button.  This will reveal the options for you to choose with who you would like to share the report data.
   
6. Choose one of the optioned for the Publish To:
   
   

   Send To Option	Who is the Recipient?	Data Filtered?	What Data Gets Sent
   Specified Recipients	Anyone. Simply type in their email address and separate each recipient by a comma.	NO	An email with a secure link to the report. The link sent has the same link of the report data to each recipient. Click the Email Links button below this table to send the email with the link to the designated contacts.
   Portfolio Owners	Owner contacts attached to ACTIVE portfolios. Choose Send to All contacts attached to a portfolio or select Choose Recipients to designate the owner contacts that should receive the report. You may only select owners with a valid email on their account.	YES	This option will allow you to either email a secure URL to the selected owner contacts or share the report in the Owner Portal with data automatically filtered by the portfolio for which their contact is attached. This option will ignore any Property Filter set on the report displayed on the screen. Option 1- Click the Email Links button below this table to send the email with the link to the designated contacts. Option 2- Click the Publish to Owner Portal button to automatically publish the report to the Owner Portal for the selected owners.
   Property Managers	Users attached to ACTIVE portfolios as a Property Manager. Choose Send to All contacts attached as a property manager to a portfolio or select Choose Recipients to designate the property managers that should receive the report.	YES	An email with a secure link to the report. This option will send a unique link to this report for each selected property manager with the data automatically filtered by the portfolio for which they manage. This option will ignore any Property Filter set on the report displayed on the screen. Click the Email Links button below this table to send the email with the link to the designated property managers.

   
   
7. Enter any accompanying message in the Message field if you plan to email a link to any recipient. Use the Text Editor above the text field to format your message and click the Email Links button.
8. If, at any time, you want to unpublish the emailed link or link to this report in the Owner Portal, click the Unpublish Report button that appears just below the Message field.
9. You can also choose to reset the URL of the link you emailed to recipients for security purposes. Simply click the Reset All Links button and email your recipients a new link to the published report.     
   

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