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Run a report

Generate a report item​

When you run a report, its data sources are used to generate the report's documents and populate them with information. A report item is created with the generated document files attached, ready for you to download.

To run a report in Asset Classic:

  1. Open the Reports dashboard card and select Run report.

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  2. Choose Standard (system reports) or Custom report (reports designed by your organisation).

  3. Select the Report field, choose one from the list and select Next.

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  4. The report's data sources are displayed. They determine what data is included in the report. Some may be pre-populated by the report's author, some may need filling in by you. Those marked with an asterisk * require a value to continue.

    Select a data source field to edit its contents, by entering text or selecting values from a picker that appears. For AQS data sources, use the AQS Builder to edit the query according to your requirements.

    Enter a distinct Name for the report item that will be generated.

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    Some data sources may act as a parameter for other data sources. In the example below, the Installed Date data source is used to filter the items returned by the Street Light items data source above it.

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  5. Select Create to start processing. The generated report item appears in the right panel with a Status of Running. While reports typically process in minutes, complex reports with lots of data can take longer. Feel free to work on other things - it won't interrupt the processing.

  6. When the report has finished processing, its Status changes:

    • Completed - the report was successful. The number of generated documents is shown. See Downloading report documents.

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    • Failed - the report failed to process. Hover over the Error field to see what went wrong.

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Run a report from an item​

When viewing an item's details, you can run any report that applies to the item's design.

This also provides access to reports that can't be run from the Reports dashboard card, because they are designed to operate on a single item, e.g. Activity By Asset Reports.

To run a report from an item:

  1. Select the item to view its details in the right panel.

  2. Use the tab bar to select the Reports tab.

  3. Select More in the action bar and choose Run report. Choose an applicable report and continue from step 4 above.

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If the chosen report contains any data sources with the Incoming item id tag, they will be populated automatically with the ID of the current item.

Run a report from a workflow​

Use workflows to run reports automatically or on demand. This makes it possible to generate regular reports according to a schedule, or spontaneous reports in response to item events (Create, Edit, Delete).

You can add a Run Report action to any type of workflow. If followed by a Message action, specific people can be notified by email/SMS when the report item is created and its documents are available to download.

An example workflow sequence showing a Report action followed by a Message action