Propertyware Knowledge Base

List of help topics for Reports in Propertyware:

• Viewing Reports
• Understanding Report Options
• Using Action Buttons
• Setting the Column Width Manually
• Creating a New Report
• Creating a Report Folder
• Editing a Folder
• Dragging and Dropping Columns
• Customizing Reports
• Filtering Report Data
• Creating Custom Filters
• Choosing Report Columns to Display
• Sorting Report Data
• Totaling Report Data
• Adding Charts to Reports
• Exporting Reports
• Emailing Reports
• Scheduling Reports for Automatic Email
• Publishing Reports Online
• Managing Published Reports

Viewing Reports

To view a report in Propertyware:

1. Click the Reports tab.
2. Locate your report:
   • If you know the report name, type the name of the report in the Search Report field.
   • To browse to find the report, click on the plus sign next to the folder to expand the folder and locate the report.
3. Click the report to bring up its Description and Filter and Options screen.




4. Perform one of the steps described below to view the report:
   • In the Reports Folder pane, right click on the report and click View. 
   • In the Reports Folder pane, double click on the report
   • In the Reports Folder pane, left click on the report to display its Description. Click on the View Report button.

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Understanding Report Options

The following options are available for reports in Propertyware:

1. Report Tabs — The Reports tabs display the report title, date range, and chart tab if charts are enabled.
2. Columns Pane —The left Columns pane contains checkboxes to allow you to add or delete columns on the report.
3. Action Buttons — These buttons allow you to customize, organize, update, and share reporting data.
4. Totals Header —The header displays totals for specified data in the report. 
5. Columns and Data — Columns available in the report are customizable, however, they are limited to the content available in that area of Propertyware. The data is pulled directly from completed fields in Propertyware.
6. Footer — The footer allows you to navigate the pages (previous, next, first, and last), refresh the screen, display and set the active mode for the report with options of Auto (the default) or Manual through Column Width Mode button, see the number of rows on the report, and change how many rows are shown on the report.

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Setting the Column Width Manually

You can now save customized column widths for grid-style reports. Use Column Width Mode button in the footer to set the active mode for the report with options of Auto (the default) or Manual. You have two options:

• Maintain the automatic column sizing. This is the default setting when Column Width Mode is set to Auto.
• Click the Column Width Mode button to change the setting to Manual. Set the column widths manually and save the report. The displayed report adjusts with a scroll bar, when needed. 

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Using Action Buttons

Use the action buttons to perform the following tasks:

1. Close — Close and return to the Report Gallery.
2. Save — Save any changes you have made to the report.
3. Save As — Create an exact duplicate of the current report. This allows you to get some basic structure from the original report but modify it to include new data as well.
4. Filters — Choose from the preset filters or create a custom filter to view the information you need.
5. Sorting — Create a default sorting order for your report data.
6. Totals — Set the totals that display in the report header.
7. Chart — Choose chart settings to display your data visually.
8. Export/Print — Export to PDF, Excel, or in HTML for viewing or printing.
9. Email/Schedule — Email a copy of the report or create a recurring email schedule for the report to be delivered.
10. Publish — Create a dynamically updated URL for the report and email or publish it to a portal.
11. Up To Date — Confirm that you have the recent version of the report. If you don’t, it shows a hazard sign as a need to update. Note: Updating a report removes any customizations including filters and columns.

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Creating a New Report
Propertyware also allows you to create customized reports. All custom reports are created using a template from an existing report. You need to tell Propertyware what report category you are using. From there, you have a list of data you can use to create a custom report.

To create a new report:

1. Click the Reports tab.




2. Click on the New Report button. This displays the New Report screen. The screen is divided into four sections as shown below:
   1. Report Categories —These are listed along the left hand side. Select the report to use it as a base for the new report. For example, to create a report that shows all the expiring leases, you need to use a Lease report as your base.
   2. Description —Display the current description of the report. The description helps you determine the correct base report.
   3. Settings —Customize the report name and description.
   4. Folder — Select the Default Folder radio button to save the new report to the same default folder as the base report. Select the Custom Folder radio button to select one of the folders you created and have access to view.




3. Click the Apply button. You are directed to the report to enter your customization.
4. Click Save button to save your changes.

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Creating a Report Folder

In Propertyware, anyone can create a folder and restrict users from accessing that folder. Users without access don’t see the folder in the Report Folders pane. Propertyware allows you to create folders and organize your custom reports in those folders.
When you create a folder, keep the following points in mind:

• Folders created by a user are colored blue in the Report Folders pane.




• Anyone can create a folder and permission can be given or removed for profiles or specific users.
• Administrators can access all folders regardless of permission settings.
• All reports in a folder must be removed or deleted before the folder can be deleted.
• Default reports cannot be added to custom folders. In order to get a default report in a custom folder, you must use Save As to create a copy of the report to place in the desired folder.
• You can edit or delete a custom folder only if you are the creator of the folder.
• You can only edit the name and description on custom reports. Administrators have the ability to edit folders created by others.
• If you give access to users for a custom folder, they can access reports within that folder. If a user has Read Only restriction for reports, the restriction is maintained for reports residing in a custom folder.

To create a folder, perform the following steps:

1. Click the New Folder button in the upper right hand corner to open the New Folder screen.




2. Complete all the fields:
   • Name — Enter a name for the folder (i.e. Sally’s Reports, Accounts Payable, Move Out, etc.)
   • Description — Enter a sentence or two about the type of reports that can be found in that folder. This helps other users with access know what to add to it.
   • Access Restrictions — Set restrictions on custom folders and reports. All users can see all folders by default. You need to select the users you want to restrict. (Administrators always see all folders. Restrictions on reports set by administrator in Setup apply only to default report folders.)
   • Select Parent Folders — You can create a parent-child relationship among folders by selecting a folder in the Select Parent Folder pane. Note that only your custom folders are available.




3. Click the Apply button.

 
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Editing a Folder
When a folder is selected in the Report Folders pane, a description of the report is available in the main screen. The edit button is available in the top corner of the Description screen. The delete option is just to the right of the pencil.



You can also perform both tasks by right clicking on the folder.



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Dragging and Dropping Columns
You can drag and drop columns if you don’t like the ordering. Click the column header to drag and drop it to it’s new location.

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Customizing Reports
Use the following customization options to alter the reports to your needs:

1. Columns — Add, rearrange, or remove columns from the report.
2. Filters — Choose from the preset filters or create a custom filter to view the information you need.
3. Sorting — Create a default sorting order for your report data.
4. Totals — Set the totals that display in the report header.
5. Chart — Choose a chart setting to visually display your data.
6. Export/Print — Export to PDF, Excel, or in HTML.
7. Email/Schedule — Email a copy of the report or create a recurring email schedule for the report to be delivered.
8. Publish — Create a dynamically updated URL for the report and email or publish the report to the owner portal.

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Filtering Report Data
To create filters for your reports:

1. Click the Filters button to bring up the filtering options for the report as shown below:




2. Define the filtering options for  your report: 
   • Report Time Frame  — Use this option to define the time period for the displayed data. Choose the date range from the Falls Within dropdown menu. You can choose from several built-in filters such as This Month, This Year, This Fiscal Year, Last Year, or define the start and end date in Custom Date Range for the report data. Many reports include additional identifiers to define the date range, such as Where End Date or Where Accounting Close Date.
   • Property Filters — Choose to filter the report data by Portfolios, Buildings and on some reports, Property Managers. Use the search field to locate and allow selected specific items or type an asterisk (*) to view a full list.
   • Account Filters — Search and add accounts from the Search for Accounts dropdown menu that exists on some reports.
   • Other report options exist for various reports including the ability to consolidate results, include deactivated, etc.

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Creating Custom Filters
Use Custom Filters to select criteria to customize your reports. To create a customized filter on specific fields:

1. Click the Add button, choose a field and an operator and assign a value to your customized field. See the image and certain examples, below:
   • Equals: Status equals Active. This only includes items in the report with a status of Active. Note that it is important to type the value exactly as it appears in the field, including capitalization and spacing.
   • Not equal to: Status not equal to Active. This includes items in the report with a status of anything but Active.
   • Is one of: Status is one of Open or Active. This includes items in the list with a status of either Open or Active. Note that multiple values must be entered with a comma and no spaces between items.
   • Contains: Status contains Active. This includes items in the report with a status of Active and Active – Notice Given because both statuses contain Active.
   • Not set: Status not Set. This includes items in the report where the Status field is blank.
   • Greater: Amount greater than 0.00. This includes only positive cash values on the report. Do not include a dollar sign when entering cash values. Cents are optional.
   • Less or equal: Amount less or equal 0.00. This includes only $0 or negative cash values on the report.
   
   



2. Click the Apply button to set the filter(s) and see the resulting data.
3. Repeat, if additional custom filters are desired.
4. Click the Save action button to save the changes you have made to the report.

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Choosing Columns of Report Data to Display
To choose columns for your report:

1. Select and expand the report from the list displayed in the Columns pane. This step reveals the available columns for the selected report. The available columns are based on the type of report you have generated.




2. Check the box next to the column field to select that column for your report. The available columns of data depend on the category of the report.
3. To rearrange columns on the report, click and drag the column to the desired destination. You can click and drag within a column to make it narrower or wider.
4. Click the Save button to save your column setting.

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Sorting the Data in a Report
You can sort the data in a Propertyware report by any of the following three methods:

1. Click the column header to sort the data displayed on the screen. An arrow appears within the header to indicate the current sort order of the report. By clicking on the arrow, a reverse sort option becomes available.
   
   
   



2. Use the Sorting button to create and save a sorting order for your report. To sort the order of the data displayed in your report:
   
   
   • Click the Sorting button to bring up the sorting options as shown below.
   
   
   
   
   
   • You can define up to three columns of data to sort for your reports. Select your data columns for Sort 1, 2, or 3 from the dropdown menus and to sort by ascending or descending order.
   • Click the Apply button.
   • Click the Save button.
3. Click the Export/Print button to export the report to Microsoft Excel  for more advanced sorting.

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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 that are 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 Totals button to bring up the Totals screen.




2. Choose the 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. Select the checkboxes for Columns to Total and Unique Count totals.
3. Click the Apply button.
4. Click the Save button if you are satisfied with the displayed totals. 

Note: For more advanced calculations, export your report to MS Excel.

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Adding Charts to Reports
In Propertyware, you can transform your report data into animated charts to illustrate important information or trends. You can choose from a variety of chart types and methods for summarizing your Propertyware report data. (You need the latest version of Adobe Flash installed for your Internet Browser to view the charts. Download Adobe Flash.)

To add a chart to a report:

1. Click the Chart button.
2. Choose the Basic chart type: Area, Bar, Column, Doughnut, Line, and Pie. You can also choose to select a Group By option that groups data on the chart in the format selected.
3. In the Settings pane, insert a caption, and choose X- and Y-axes for the chart. 




4. Click the Apply button.
5. Click the Save button.

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Exporting Reports
Propertyware allows you to export any report to HTML, Microsoft Excel , or Adobe PDF  format. Use this feature for any of the following reasons:

• Take a snapshot of your Propertyware data at any given point in time.
• Create an additional backup of your Propertyware data, beyond the daily backups performed by Propertyware.
• Have an offline access to important Propertyware data on a desktop computer or mobile device.
• Use advanced manipulation on Propertyware data.
• Integrate with other third party tools.

To export a Propertyware report:

1. Click the dropdown arrow in the Export button.
2. Choose a format: 
   • PDF — A clean report image in a small file size
   • MS Excel — Spreadsheet style grid with calculation capabilities
   • HTML — a report with a link that can be shared with no need of an attachment

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Emailing a Report
Propertyware allows you to email a copy of any report directly from the online application.
To email or set a schedule to email any Propertyware report:

1. Click the Email/Schedule button.
2. Choose the report format file type, add email addresses, and type a message in the Message field. (Use the text editor fields to format your message.)
3. Click the Send button.

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Scheduling Reports for Automatic Email
Propertyware allows you to email any report automatically on a defined frequency. Use the Schedule tab option on Propertyware reports to send reports on a regular, recurrent basis to a selected group of people. This feature is also an excellent tool for creating regular backups of your Propertyware data.
Note: this feature is only available to users with administrator level privileges.

To schedule any report to be automatically emailed from Propertyware:

1. Click the Email/Schedule button.
2. Click the Send Later tab.
3. Select the Scheduled radio button.
4. Fill out the fields:
   • Choose file format for the report as either a Microsoft Excel  spreadsheet or an Adobe PDF .
   • Enter the Starting Date when the report is scheduled to go out in the email, choose the Frequency of the email, and select the sender name from the From drop-down menu. This field controls the email address that appears in the From field on your email.
   • Enter the email addresses of the recipients in the Send To text box.
   • Type in your message in the Message text box.
5. Click the Save button.

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Publishing Reports Online
You can allow anyone real-time access to your report data via a secure URL. You can also publish the URL to the owner portal. This is an ideal feature to give self-service access to Propertyware report data.
Note: You have to be an administrator to use this feature.

To publish your Propertyware report:

1. Click the Publish button. This prepares the report for publishing.
2. Click the Publish button again to view available options for the published report.
3. Choose Individual/API Access from the dropdown menu choices. 



Individual/API Access options supply links as shown in the image below. Like the Export to HTML, it can be shared with no need for an attachment. Instead of a static report, it provides a real-time picture of the report, using the applicable filter options.




4. Click on the Done button to close the Publish screen.

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Managing Published Reports
Use the MANAGE PUBLISHED button located in the upper right-hand corner of the Reports screen to view and manage the reports you have published online.



For example to view or deselect reports that have been published online to an Owner Portal:

1. Click the MANAGE PUBLISHED button. 
2. From the dropdown menu, select Published Reports or Published Statements.




3. From the Portfolio dropdown menu located in the right-hand corner of the screen, select the Portfolio you want.




4. Select the checkbox next to the report displayed.
5. Click the Unpublish button to remove the published report for the Portfolio.

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