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Custom Reports

Purpose

The custom reports feature allows you to keep track of your records. You can build reports to show your records in a way that makes sense for you and will help you succeed.

Before we get into it

Before you create your reports, make sure you have updated your records. Once your records are up to date, plan out what kind of reports you need. Think through what kind of records you will need to view and what information you will need for each record.

For Example:

If you need an email list for your contacts to upload to a mass email software, you will need to create a custom Contact report that contains the Contact's first and last name and email address.

Overview

To access your built-in reports, select "Reports" from the menu on the left.

Built-in Reports Access2

In your reports page, you can view Built-in Reports or create your own custom reports. To learn more about Built-in Reports, read our article here.

Clicking on the 3 dots to the right of the custom report's title opens the report's action menu where you can edit, or duplicate the report. If you have access in your permissions, you can also delete the report.

To create a custom report, click on the 3 dots to the right of "My Saved Reports" and choose a report from the dropdown menu.

The reports you can choose are as follows:

  • Task Report - A task report will show all tasks in JobNimbus. It is frequently used with filters to find incomplete tasks for given team members.
  • Contact Report - A contact report will show all Contacts in JobNimbus. Often, this is narrowed down for a contact list or a query of active work.
  • Activity Report - An activity report records most activity done within JobNimbus. An important feature of activity reports is finding and restoring deleted items.
  • Estimate Report - An estimate report will show estimates in the program. Ordering this by status can show what estimates have been accepted and which have not.
  • Commission Report - A commission report will display commissions that are inputted into budgets. This can be used to pay out sales reps, and see what still needs to be paid.
  • Invoice Report - An invoice report will show invoices in JobNimbus for Contacts and Jobs. It can be useful to note the outstanding balances as a whole that still need to be collected.
  • Credit Memo Report - A credit memo report is a comprehensive report of all credit memos. If this functionality is in use, this can give an overview of what refunds are being granted, and for what reasons.
  • Payment Report - A payment report will document all payments that have been recorded in JobNimbus. Filtering this to a given date range can give a real-time reporting of money taken in a given period.
  • Document Report - A document report will show all documents inside JobNimbus. Especially useful is the ability to see what documents have been signed.

The following reports are available to create once the respective feature is enabled:

  • Job Report - A job report will show all Jobs in JobNimbus. It is often used to identify jobs in certain statuses.
  • Work Order Report - A work order report will show work orders in the system. Filtering this by subcontractors can help know what has been assigned to which crew.
  • Material Order Report - A material order report will show material orders in the system. This can track the revenue you spent on your products.
  • Budget Report - A budget report will display the work orders for contacts and jobs in the system. This can track revenue and profit across a period of time.
  • Time Log Report - A time log report can be used to see what work has been done by what team members on what tasks.

Default Custom Reports

For your convenience, JobNimbus has included industry standard reports to help you set up your account quickly. These reports are as follows:

  • A/R Report
  • Commission Report
  • Pending Payments Report
  • Project by Status
  • Revenue Report

Creating a Report

For the purpose of this article, we will be creating a custom Contact report, although many of the features are the same across all custom reports.

To create a report, click on the 3 dots next to "My Saved Reports" and choose "Create Contact Report" from the dropdown menu.

Custom Report Contact Report Builder

In the Report Builder, you can:

  1. Add new columns to your report.
  2. Remove existing columns from your report.
  3. Add a filter, the different filter options are detailed below.
  4. Add a calculation to your report. The calculations are detailed below.
  5. Give your report a name, which will show on your report's page.
  6. Give your report a description, which will show under your report's title.
  7. Choose the amount of records viewed per page.
  8. Choose the visibility of the report to other team members.
  9. View and organize the records in your report.

Filters

The different types of filters are:

Text Field Filter

Text field filters are used when there are a lot of possible options for which to filter by. This can include addresses, assigned team members, or contact names, among others. A Text Field Filter will include or exclude the chosen names or words.

Custom Reports - Text Filter Numbered

In the Text Field Filter, you can:

  1. All of these - If this option is selected, only objects that include all of the text will be shown.
  2. At least one of these - If this option is selected, objects that include any of the text will be shown.
  3. Exclude - Only the options that do not include the text written will be shown.
  4. The text field - This is where the options are selected. In most cases, manually type the terms to filter by and hit enter or select it from the drop-down menu.
  5. Apply and Cancel buttons - Apply will add the filter to the report. Cancel will exit the filter tool without changing the report.

Boolean Filters

Boolean filters check to see if something is true or false. For example, whether a contact is archived. This filter is used whenever an object has to fit in one of two categories.

Custom Reports - Boolean Filters Numbered

In the Boolean filter, you can:

  1. True and False Filters - This is used to choose whether to filter objects that are or are not the chosen designation. In the above example, choosing “true” would show only contacts or jobs that are archived.
  2. Exclude - This will exclude the selection chosen in the true or false filter. It will also show objects that are not labeled true or false.
  3. Apply and Cancel buttons - Apply will add the filter to the report. Cancel will exit the filter tool without changing the report.

Greater Than/Less Than Filters

These filters are for fields with numerical values. This type of filter that will show only numbers in certain ranges.

Custom Reports - Greater Than Filter Numbered

In the Greater than/Less than filter, you can:

  1. Greater than and Less than filters - Selecting these and entering a numerical value will show only objects with a value less than or greater than the given amount.
  2. Between filters - Selecting this and adding two values will show only objects with the two numerical values given.
  3. Exclude - Checking the exclude box will reverse the operation of the other buttons. This is most useful in this filter in conjunction with the “Between” button. Instead of finding all the values within the given range, the filter will find everything that is higher or lower than the selected values.
  4. Apply and Cancel buttons - Apply will add the filter to the report. Cancel will exit the filter tool without changing the report.

Date Filters

Date filters locate objects that are within certain periods of time.

Custom Reports - Date Filter Numbered

In the Date than filter, you can:

  1. Simple Date Filter - This filter will show only objects that meet the criteria for a certain, predefined date range, like today, this week, this month, last month, this quarter, and so on.
  2. Newer Than Filter - Choosing this will only show objects that are newer than a set date. The dropdown menu gives the ability to choose from common measurements of time.
  3. Older Than Filter - This filter will only show objects that are older than a set date. The dropdown menu gives the ability to choose from common measurements of time.
  4. Between Filter - This filter will display only objects between the chosen dates.
  5. From/To Filter - This filter allows specific control over the content shown, down to hours and minutes. This is a more advanced version of the Between Filter.
  6. Exclude - The exclude button will reverse the effect of the chosen filter.
  7. Apply and Cancel buttons - Apply will add the filter to the report. Cancel will exit the filter tool without changing the report.

List Filters

List filters are for filtering objects based on their traits from a set list of possibilities. This includes stages, statuses, and many custom fields.

Custom Reports - Text Filter Numbered

In the List than filter, you can:

  1. List select - this field is used to choose the objects in the list to filter by.
  2. Currently, this button is unclickable. The filter will always function on “OR” logic, finding any object in the report that includes at least one of the designated properties.
  3. Exclude empty Records - Clicking this will exclude any records that have blank data in the selected property.
  4. Exclude button - Clicking this will reverse the effects of the filter.
  5. Apply and Cancel buttons - Apply will add the filter to the report. Cancel will exit the filter tool without changing the report.

Calculations

Adding a calculation to a report will display one of several calculations at the bottom of the page, such as totaling gross profit or indicating the number of contacts under a certain status.

  • Count - Count simply totals the number of objects in the column
  • Sum - Sum is used to give a total of values, like for getting a total of recent invoices.
  • Min - Min will show the smallest number among the available values.
  • Max - Max will show the largest number among the available values
  • Average - Average will create the average value of the values.

Organizing the Report

There are different ways to organize the records in your report.

  • Grouping - Dragging a column header into the displayed area above your records will group the report by that column. After grouping your records, clicking the individual arrows will collapse the group, hiding the contents.
    Custom Report Organize Report
  • Sorting - Clicking on the column headers will sort the report by that column. Clicking it again will reverse the sort. If multiple columns are chosen to sort by, the first clicked will take priority.
    Custom Report Sort Report
  • Column Sorting - Dragging a column header and moving it left or right will change in what order your column headers are viewed.
    Custom Report Move Column
  • Column Resizing - Placing your cursor between two columns, you can click and drag to resize the column on the left.
    Custom Report Resize Column

Viewing  the Report

When you have customized your report, you can use the buttons in the top right corner of the Report Builder to Save your report. This will take you to the Report Viewer. When in the Report's page, clicking on the blue report title of the report will pull up the report to view.

Custom Report Page

In the Report Viewer, click on the 3 dots to the right of the report name, which will bring up a short menu of options.

Custom Report View Menu

The options in the dropdown menu are:

  • Edit - This will open your report in the Report Builder to edit.
  • Bulk Edit - This option will pull up an option to bulk edit your records.
  • Export to CSV - This will allow you to export your report as a CSV file. Using the Export to CSV will export the records in your report as a comma-separated value file.
  • Export to Excel - This will allow you to export your report as an Excel file.

Note: Exporting your records will only downlad a file for the information of the records in the current custom report. Make sure that you include all of the information you wish to download in your custom report.

Bulk Edit

The Bulk Edit option opens a window to choose to either Update all of the Records are Delete all of the Records.

Custom Report Bulk Update

The Update Records option will pull up a window to edit your records shown in the report. Note: This window will change depending on the type of report you have created.

Custom Report Bulk Edit2

In the Bulk Edit window, you can:

  1. Update Type/Status - Update your records' assigned workflow type and status.
  2. Update Sales Rep - Update the sales rep(s) assigned to the records.
  3. Assignees - Update the team member(s) assigned to the records.
  4. Tags - Update the tag(s) assigned to the records.
  5. Update Records - Update the information on the records.

Bulk Delete

You can also Bulk Delete all of the records in the report you created. This will not delete anything outside of the current saved report.  When you choose to delete records, you will be given a warning that this will permanently delete the records before you can progress with the action.  Note: Only do this if you are absolutely sure you want to delete them.

Do's and Don'ts

Do

  • Add filters to your report to specify information.
  • Use grouping and sorting to organize your reports.
  • Use sum calculations to see important totals
  • Mark "exclude empty records" on applicable filters.

Don't

  • Use the "count" calculation when looking for a monetary value.
  • Add too many columns to your report, simplify it to see the relevant information for your records.

FAQ

  • How do I see archived records?
When creating a report for the archived record type, such as Contact or Job report, filter the report using "Is Archived?" and choose True. This will filter out all of the records that are not archived.
  • How do I see deleted records?
To view deleted records, you can create an activity report and filter the report by Note and specifically Deleted.
Note Filter
This will allow you access to all deleted records and allow you to undelete them. Note: using this filter may not work as expected unless you type in an exact match of what your note says.
You can click on the record to view the record's information and even undelete the record.
  • How to identify who created a report and if the report was exported?
Any user who has access to reports and access to export can create and export reports. That activity is not available in the Activity Reports.
  • How do I see all contacts assigned to a specific team member?
To create a Contact report showing Contacts assigned to a specific team member, create a contact report and add a filter for "Assigned to". Select the specific team member and click Save.
  • How can I make a report to show who has made payments in a given amount of time?
To create a report showing payments, create a Payment report and use the "Date Payment" filter.
  • I have financial data in both Contacts and Jobs. How can I get them in the same report?
If the information is spread across your Contacts and Jobs, you could estimate and invoice reports, otherwise, we recommend you export a report for Contacts and a report for Jobs to excel and then merge the necessary info.

 

Contact Us

Still have a few questions about custom reports? Contact Support at (855) 964-6287 or via email at support@jobnimbus.com.

Have a great idea to help us improve our custom reports? Recommend features and vote for requests at JobNimbus Feedback!