Last updated 04 July 2022

Reports

The Reports section allows the User to view and analyse system using a number of pre-created reports and also allows the creation of bespoke reports. The Report sub menus covered in order below.

Asset Type By Current Status

This reports allows you to generate an exportable list of Assets based on their Asset Type, Location, and Department. If required, you can select Assets with a certain Current Status.

Select the Asset Type in the first table, the Location in the second, and the Department in the third.

If you want to create your report without including sub-folders use the tables on the right hand side.

Whether you are selecting from the left or right hand table you can select multiple options in each of the three sections by the use of the Ctrl key, then select the required options.

If you do not select a specific Asset Type, Location, or Department the report displays all options for that section.

Select the Current Status from the drop-down list, then select Run Report. If you leave the Current Status as All the report displays all of the Assets that meet the requirements, no matter the status of the Asset.

The Report is in two tables, Your search criteria and Your Results, which contains the Assets your Report captures.

For more information about an Asset, select the Asset ID. To export your report data, select into a CSV or RTF.

Asset Value Report

This reports allows you to generate a list of Assets based on their current Asset Type, Location, or Department. The report displays only a total amount on screen and cannot be exported to an RTF or CSV file or printed.

Be aware that the report only uses the question Purchase Value as originally supplied with your system. If you have changed the name of the question in any way such as Replacement Value, then the report still displays this value, however the result given can have a different meaning.

Select the Asset Type in the first table, the Location in the second, and the Department in the third.

If you want to create your report without including sub-folders use the tables on the right hand side.

Whether you are selecting from the left or right hand table you can select multiple options in each of the three sections by the use of the Ctrl key, then select the required options.

If you do not select a specific Asset Type, Location, or Department the report displays all options for that section.

The Report is in two tables, Your search criteria and Your Results, which contains the Assets your Report captures.

For more information about an Asset, select the Asset ID. To export your report data, select into a CSV or RTF.

Search by Question

This page allows you to create a report of Asset Types by Location and Department by searching the answer to one of your questions.

The drop-down list contains all the questions that are currently set up in Manage Questions, select the required question, then select Run Report to move to the next step to select further search criteria.

Select the Asset Type in the first table, the Location in the second, and the Department in the third.

If you want to create your report without including sub-folders use the tables on the right hand side.

Whether you are selecting from the left or right hand table you can select multiple options in each of the three sections by the use of the Ctrl key, then select the required options.

If you do not select a specific Asset Type, Location, or Department the report displays all options for that section.

The Report is in two tables, Your search criteria and Your Results, which contains the Assets your Report captures.

Enter the preferred answer. If you do not enter a preferred answer or there is no match then the report is empty.

For more information about an Asset, select the Asset ID. To export your report data, select into a CSV or RTF.

Last Update Wizard

The Last Update Wizard report allows you to generate an exportable list of Assets based on the last date they were modified. If you are completing regular stock checks on your Assets and want to ensure they are all being verified, use this report to display Assets that have not been saved since a chosen date.

For the IRIS Assets Manager mobile app to register a save date, the Asset tag must be scanned by the mobile device and saved. The save date is only registered when the data is Synced

Select the Asset Type in the first table, the Location in the second, and the Department in the third.

If you want to create your report without including sub-folders use the tables on the right hand side.

Whether you are selecting from the left or right hand table you can select multiple options in each of the three sections by the use of the Ctrl key, then select the required options.

Select the Current Status from the drop-down list, then enter the date.. If you leave the Current Status as All the report displays all of the Assets that meet the requirements, no matter the status of the Asset.

In Assets not modified since, either enter or use the select date link to enter the date that you want to use. The report displays all Assets that have been modified before the given date.

If you leave Assets not modified since date empty the report does not display any Assets.

Select Run Report to display the results.

For more information about an Asset, select the Asset ID. To export your report data, select into a CSV or RTF.

Asset Calendar

The Asset Calendar allows you to run a report that displays all Assets that have a date in a correctly formatted question on your system.

This is a question that has the format of Date set on the Manage Questions page.

Select the required question, then select Display Calendar. The Report - Asset Calendar Result: page is displayed.

A calendar of the current year with the facility to look at the previous and following years is displayed.

Where an Asset has been found in your system that has a date in the chosen question, a large red number indicating the number of Assets is displayed on that particular date. To view the Assets on a specific date, select the large red number.

The Report - Asset Calendar Assets page is displayed with list of Assets for the date.

To export your report data, select into a CSV or RTF. Enter a file name in the Save As window, then select Save. You can print the results from your chosen program.

Select Asset ID to display the Edit Asset page to view asset details and edit the Asset.

User Report

This report displays a table of Users of the system with the corresponding number of changes to Assets that these individual Users have made.

Select a name in the table to display the details for the Assets, including columns with the headings of Asset ID, Asset Name, and Time and Date Changed, Select the AssetID to view an Asset in more detail.

Mobile Audit

This section allows the User to view a table which displays all of the audits that have been run on your system. The table contains the following headings:

Export — allows the User to choose multiple audits that can be consolidated into one CSV file. (For more information, go to the Merge/Consolidate Mobile Audits section below.)

Audit — displays the name of the audit and the date and time that it was setup on a mobile device.

Scanned By — displays the name of the person who created the audit on a mobile device.

Assets Found — the number of assets that were on the audit and were scanned.

Assets Not Found — the number of assets that were on the audit and were not scanned.

Completed — indicates whether the audit has been marked as complete on the mobile device.

Archive — allows you to archive an audit, removing it from the Mobile Audit Table. Archived Audits are available to view.

To view an individual audit, select the required Audit and the results of this audit are displayed.

The table of results displays the name of the audit along with a table that contains the Asset ID, Asset Name, and under the Found? column the date and time that the asset was scanned. If the entry in this column is Not Scanned, then the asset has not been scanned as part of this audit.

Merge/Consolidate Mobile Audits

This option allows the User to create a CSV file that contains the reuslts of multiple mobile audits that have been created.

To use this option, select the required check boxes under the Export column (the User should be aware that if there are a large number of audits, then Previous or Next might need to be selected), then select Export as CSV.

The option to Open or Save the CSV is displayed. Once the file has been opened the User can view the results of each of the selected audits.

The CSV file contain the following headings :

Audit Name — the name given by the User on the mobile device along with the date and time that the audit was created.
Asset ID — the Asset ID of the given asset
Asset Name — the name of the asset as recorded on the system.
Found — the date and time that the asset was scanned on the mobile device.

Report Builder

This function allows the User to both create and edit bespoke reports. On this screen you can either create a new report or view or request an existing report.

The Automatic Reports and Manual Reports tables display all reports currently set up through the Reports Wizard. The columns and their meanings are:

Rep.Name — the name that was given to the report when it was created.
Set up By — the name of the person who created the report.
Created — the date and time that the report was created.
Last Generated — the date and time that the report was last run (either automatically or manually).
View Results — allows the User to view the contents of the last run report (either automatically or manually generated).
Request Update — allows the User to request that the relevant report is run.
Edit — allows the User to change the characteristics of the report such as the search criteria, fields included etc.
Remove — allows the User to delete the report from the system.

To view or request an existing report, select View or Request.

The Reports Builder - View Report Results page is displayed.

To export the results to a CSV, select CSV, then Open or Save.

Where the person who created the report has chosen to either email a User when the report changes or the report has been added to the Users Dashboard, the report updates each night at approximately 10pm. These options are selected when the report is originally created and can be edited through the Edit link.

Reports Builder is flexible and powerful, it can be put to many uses. Reports are commonly used as part of managing contracts. For more information, play the video.

Viewing A Report

To view or request an existing report, select View or Request for the required report. The Reports Wizard - View Report Results for report:- is displayed.

The Report results a displayed in a table with the type of information in the columns (These are set in Step 3 of creating or editing a Report). The Report can be ordered by any column using the arrows in the relevant columns header.

Above the table to the right are boxes containing useful tools:

Search — enter a word, number, or sequence to limit the table to Assets containing the search phrase.

Copy — the Report table, in the current layout, is copied and available to paste into another program.

CSV — the Report table, in the current layout, is exported as a CSV file.

Excel — the Report table, in the current layout, is exported as an Excel file.

PDF — the Report table, in the current layout, is exported as a PDF file.

Print — the Report table, in the current layout, is loaded to the Print function of the browser IRIS Assets is open through. The options and printers available can be set and controlled through your browser.

Select View Asset for each Asset to display the asset details.

At the bottom of the Table is Click here to make changes to the above Assets. To us this follow these steps:

Select Click here to make changes to the above Assets.
Select the question you want to edit for all the Assets the Report displays, then select Go.
Select the Answer you want to apply to all Assets (you can check the table to view the existing Answers for each Asset), then select Go.
A confirmation message is displayed, select OK.

Create a New Report

In the Reports - Report Builder page, select Click here to add a new Report.

Step 1

Select the Asset Type in the first table, the Location in the second, and the Department in the third.

If you want to create your report without including sub-folders use the tables on the right hand side.

To select multiple items, hold the Ctrl Key, then select the required items. If you don not make any selection for Asset Type, Department, or Location, All is automatically selected.

Step 2

In this screen you can select the question or questions that you want to query in your Report. You can select any of the questions that you have added to IRIS Assets through Manage Questions.

In the first drop-down menu (Question), select the first question and the required criteria in the (Matching) column. The options are:

Matches
Greater Than
Less Than
Is not Equal to
Is Blank
Contains
Does Not Contain

Enter your answer in the last column. Repeat this for each question that you want to include in the query.

If your report is designed to display between two figures, enter a Greater Than and Less Than question and answer. For example, to create a Date reports which update daily and display all Due Dates between the current date and 6 months' time, you would enter the following:

Question

Due Date DD/MM/YY - Greater Than/After Date - Today

Due Date DD/MM/YY - Less Than/Before Date - 6 Months

Select Next to proceed to Step 3.

Step 3

On this page you can select the details you want to displayed in the report.

Select the required options in the Include in Report column.

If you want to include Depreciation Value, select the option, then add the date that you require the depreciation to be calculated up to, in the format dd/mm/yyyy.

If you want to display the amount of depreciation to this date, then select Depreciated by.

Select Next to proceed to Step 4.

Step 4

In this page enter a name for the Report, the name entered is displayed in the Reports Wizard table for future use.

Select the following functions you want in the Report:

Display on My Dashboard? — to display the Report on the logged in Users Dashboard. This Report is updated every night (Automatic Report).

Email Notifications — select the User(s) who receive an email notification whenever there is a change to a Report. This Report is updated every night (Automatic Report).

View Only Access — select the User(s) so they cannot modify the report.

Select Next to save the report. A confirm is displayed, select OK.

The Reports - Report Builder page is displayed. If in Step 4 you selected any Display on My Dashboard? or Email Notification option, your Report is in the Automatic Reports table. If you did not select any of these options, your Report is in the Manual Reports table.

In the Last Generated column the word Never is displayed. This means View is inactive. Select Request to generate the Report and check it is displaying what you need.

Edit a Report

In the Reports - Report Builder page, select Click here to add a new Report.

Step 1

Asset Type(s) is displayed in the first table, Location(s) in the second table, Department(s) in the third table. If you want to make changes, you can select an option to include sub-folders selecting options in the left hand table and to excluding sub-folders use the tables on the right hand side. To select multiple items, hold the Ctrl Key and select multiple items.

Beneath these tables is the selected Current Status(es), to edit select or clear the relevant options.

Select Next to proceed to Step 2.

Step 2

This page displays the question or questions that the Report queries in your Report. You can edit using any of the questions you have added to IRIS Assets through Manage Questions.

In the drop-down lists (Question) select the question(s) and the required criteria in the (Matching) column. The options are:

Matches
Greater Than
Less Than
Is not Equal to
Is Blank
Contains
Does Not Contain

Enter your Answer in the last column. Repeat this for each question that you want to include in the query.

If your report is designed to display between two figures, enter a Greater Than and Less Than question and answer. For example, to create a Date reports which updates daily and displays all Due Dates between the current date and 6 months' time you would enter the following:

Question

Due Date DD/MM/YY - Greater Than/After Date - Today

Due Date DD/MM/YY - Less Than/Before Date - 6 Months

Select Next to proceed to Step 3.

Step 3

This page display the selected options included in the report.

To edit, select or clear the relevant options in the Include in Report column.

Select Next to proceed to Step 4.

Step 4

In this page the Report name, notification, and access settings are displayed. To edit you can:

Name Box — Edit to change the Report name

Save as new report? — to create a new Report instead of editing the existing Report (the existing Report remains in Reports Builder)

Display on My Dashboard? — to place the Report on the logged in Users Dashboard. This Report is updated every night (Automatic Report).

Email Notifications — the User(s) who receive an email notification whenever there is a change to a Report. This Report is updated every night (Automatic Report)

View Only Access — select the User(s) that cannot modify the report

Select Next to save the report. A confirm message is displayed, select OK.

In the Last Generated column the word Never is displayed. This means View is inactive. Select Request to generate the Report and check it is displaying what you need.

Reporting On Disposed Asset

At the end of the Reports-Report Builder table there is a please click here to go to the Disposed Item Report Tool link, that allows the User to run reports based on the status of Disposed End of Life and Disposed Damaged.

Select the Asset Type in the first table, the Location in the second, and the Department in the third.

If you want to create your report without including sub-folders use the tables on the right hand side.

To select multiple items, hold the Ctrl Key, then select the required items. If you don not make any selection for Asset Type, Department, or Location, All is automatically selected.

The results are displayed in a table. Select CSV to export the results, if required.

Media Count Report

At the end of the Reports-Report Builder table there is a Media Count Report link, that allows the User to run a report that displays the number of items of media that have been loaded to individual Assets.

RAG (Red, Amber, Green) Reports

These reports are used to display the results of automatic reports that have been created in Report Builder. They help the User to visualise the number of assets in different categories as generated by the report.

Create a new RAG Report

Select Reports > RAG Reporting.

Select New Report.

Enter a report Name, then select Next.

Select the name of the previously created automatic report on which to base the RAG report, then select Next.

Select one of the data options provided that is relevant to the information that you want to display, such as the renewal date, then select Next.

The options depend on the data that is included in the original report.

Select the type of data that the data field contains, the options are Value or Date Range (if the renewal date has been selected in the previous step, select Date Range), then select Next.

The Visualisation Settings page is displayed, where you create labels for your report. Labels consist of a colour, a description, and one or more criteria. You can have as many different labels in your report as you like.

For example, you can set it so that a renewal date that is due within the next 3 months could be red; between 3 months and 6 months, orange; 6 months or more could be green, giving you an easy to understand visual display.

Using the given example, assuming you selected Date Range at the previous step, you first need to know if the renewal date is between today and 3 months from now. Select a red colour from the colour wheel and in Label enter 3 Months. For your first criteria, select The Date is After from the drop-down list, then enter today or now. For the second drop-down list, select The Date is Before, then enter 3 Months.

Because we used simple English instead of precise dates, the report is dynamically update the colours based on the date that you view the RAG report.

If you want to highlight a static renewal date that is between, say, 26/02/2021 and 26/05/2021, you would then select the first drop-down list as The Date is After, then enter 25/02/2021, and the second drop-down list as The Date Is Before, and enter 27/05/2021.

Select Add Label to add this to your report. This label is then displayed on screen in the Labels section.

To complete this example the next colour would be orange and the label would be 3-6 months, for your first criteria, select The Date is After from the drop-down, then enter 3 months. For the second drop-down list, select The Date is Before, then type 6 Months.

The third and final label in this example is in green with a label of Over 6 months, for your first criteria, select The Date is After from the drop-down list, then enter 6 months. There would be no need to add any further criteria in this example unless you were adding more labels.

If you wanted to add more labels, then repeat these steps using a different label, colour, and criteria until this part of the process is complete.

Select Save report.

The RAG Report Builder page is displayed.

Run a RAG Report

Existing RAG reports are accessible from Reports. The reports are in a table and have 3 options, View, Edit, and Delete

View a Rag Report

Select View for the required report to display the details. A table containing the associated data is displayed, all columns can be sorted, up to 100 rows can be viewed on screen, there may be additional pages that you can scroll through, and the table can be exported using the options on the ribbon above the table.

Edit a RAG Report

Select Edit for the report you want to make changes to. Select Next to move to the next screen (with or without any changes).

You can change the report that the RAG report is based on. Select Next to move to the next screen (with or without any changes).

You have the option to change the data type that the RAG report is based on. Select Next to move to the next screen (with or without any changes).

You have the option to add new data labels or delete existing ones. Select Save Report if you want to save any changes and return to the RAG Report Builder page.

Delete a RAG Report

Select Delete for the required report to remove this RAG Report from your system.

If you need further help using the system, log a support ticket (a Service Cloud account is required) to contact our Support Team.