Reporting and Dashboards

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1 Reporting and Dashboards

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3 Page i Copyrights Propertyware, Inc. All rights reserved. No part of this publication may be reproduced, transmitted or stored in any archives without the expressed written permission of Propertyware/RealPage Inc. Reports and Dashboards Training

4 Page ii Table of Contents Reporting Overview... 1 Reporting Logic... 1 Running Reports... 4 Understanding Report Options... 6 Customizing Existing Reports... 8 Creating a New Report Organizing Reports Creating a Folder Editing a Folder Filtering Report Data Creating Custom Filters Choosing Columns of Report Data to Display Sorting Data in a Report Totaling Data on Reports Adding Charts to Reports Exporting Reports ing a Report Scheduling Reports for Automatic Publishing Reports Online Creating a Portfolio Mail Merge Report List Reporting Worksheet Dashboards Creating a Dashboard Adding Dashlets Adding Dashlets from Reports Editing Dashboards Deleting Dashboards Setting your Default Dashboard Propertyware Reporting and Dashboards

5 Page 1 Reporting Overview Propertyware s reporting provides you with the necessary data to measure your business success as well as plan for future endeavors. The Propertyware robust reporting system allows you to create and manage your reporting data using the following options: Filters Choose from the preset filters or create a custom filter to view the information you need. Columns Add or remove columns from the report. Sorting Create a default sorting order for your report data. Totals Set the totals that display in the report header. Chart Settings Choose a chart to visually display your data. Export Export to PDF, Excel, or in HTML. a copy of the report. Schedule Create a recurring schedule for the report to be delivered. Publish Create a dynamically updated URL for the report and it. Reporting Logic As you collect data in Propertyware, the system categorizes and saves that data based on the source. Reports are broken up into nine distinct categories: 1. Administrative 2. Contact 3. Desktop 4. Finance 5. Financial Statements 6. Lease 7. Maintenance 8. Marketing 9. Property Reports and Dashboards Training

6 Page 2 An important aspect of locating the data you need is determining which category the data is most likely associated with. For example, if you create a new vendor, that data is stored in the system and is available for reporting as a finance report. The reason it is considered a finance report is because vendor information is collected and stored in the Money Out tab. Important Important: Cross-tabular reporting is limited. For example, if you need to see lease receivables combined with accounts payable, you may have to run two reports. Let s determine how to locate a report that one of your owners may be looking for: How many vacant units do I have? There are some key words in the question that can help you identify the best report to run. What are those? Propertyware Reporting and Dashboards

7 Page 3 The report is geared towards units or properties. This means you need to generate a Property report. When you explore Property reports, you see there is an out-of-the box report that fulfills this owner s request. Reports and Dashboards Training

8 Page 4 Running Reports Once you have determined the best report, use the options described below to find the report. 1. Click on the Reports tab. 2. Locate your report: If you know the report name, type the name of the report in the Search Report field. Note: This is an exact match query. If you type in Accounts or misspell a word, you don t find the report. To browse to find the report, click on the plus sign ( ) next to the folder to expand the folder and locate the report. Use the Recent Reports pane to select one of the last ten reports you have run. Propertyware Reporting and Dashboards

9 Page 5 3. Click on 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. The above step displays the report as shown below. Reports and Dashboards Training

10 Page 6 Understanding Report Options Let s review some of the common information available on reports (refer to image on page 5). 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. a. Close Close and return to the Report Gallery. b. Save Save any changes you have made to the report. c. 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. d. Filters Choose from the preset filters or create a custom filter to view the information you need. e. Sorting Create a default sorting order for your report data. f. Totals Set the totals that display in the report header. g. Chart Choose settings to display your data visually. You can also push that chart to a dashboard. h. Export/Print Export to PDF, Excel, or in HTML for viewing or printing. i. /Schedule a copy of the report or create a recurring schedule for the report to be delivered. j. Publish Create a dynamically updated URL for the report and or publish it to a portal. k. 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. Important Updating a report removes any customizations including filters and columns. 4. Totals Header The header displays totals for specified data in the report. Propertyware Reporting and Dashboards

11 Page 7 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 and data in Propertyware. Important You can drag and drop columns if you don t like the ordering. Simply, click the column header and drag it to it s new location. 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. Important On any grid-style report, you have the following options available to you Maintain the automatic column sizing. Set the columns manually and save the setting. Use the Column Width Mode button in the footer to display the active mode for the report with options of Auto (the default) or Manual. Reports and Dashboards Training

12 Page 8 Customizing Existing Reports You can customize any of the existing reports. You can change filter options, choose which columns to display, and even share the reports with any stakeholders. Here are all of the customization options available in Propertyware: 1. Columns Add 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 Settings Choose a chart to visually display your data. 6. Export/Print Export to PDF, Excel, or in HTML. 7. /Schedule a copy of the report or create a recurring schedule for the report to be delivered. 8. Publish Create a dynamically updated URL for the report and or publish the report to the owner portal. To customize your report: 1. Click on the Reports tab. 2. Locate the report you are looking for and launch it. Propertyware Reporting and Dashboards

13 Page 9 3. Update the report using the tabs available at the top or the left pane. 4. Click on the Save or Save As button to save the changes on the report permanently. Reports and Dashboards Training

14 Page 10 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 on 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 in the image 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 on the Apply button. You are directed to the report to enter your customization. 4. Click on the Save button to save your changes. Propertyware Reporting and Dashboards

15 Page 11 Organizing Reports Propertyware allows you to create folders and organize your custom reports in those folders. When you create folders, 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. If a user has Read Only restriction for reports, the restriction is maintained for reports residing in a custom 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 can access all folders regardless of permission settings. They can also edit folders created by others. 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. Creating a 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. To create a new folder, perform the following steps: 1. Do one of the following steps: Click on the New Folder button in the upper right hand corner of the gallery. You can also use the New Folder icon in the Report Folders pane. Reports and Dashboards Training

16 Page 12 This step opens 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 between folders by selecting a folder in the Select Parent Folder pane. Note that only your custom folders are available. 3. Click on the Apply button. Propertyware Reporting and Dashboards

17 Page 13 Editing a Folder When the 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 page. The delete option is just to the right of the pencil. You can also perform both tasks by right clicking on the folder. Reports and Dashboards Training

18 Page 14 Filtering Report Data To create filters for your reports: 1. Click on 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. Propertyware Reporting and Dashboards

19 Page 15 Creating Custom Filters You can use Custom Filters to select criteria to customize your reports. To create a customized filter on specific fields: 1. Click on 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 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 This includes only $0 or negative cash values on the report. 2. Click on the Apply button to set the filter(s) and see the resulting data. 3. Repeat, if additional custom filters are desired. 4. Click on the Save button to save changes you have made to the report. Reports and Dashboards Training

20 Page 16 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 on the Save button to save your column setting. Propertyware Reporting and Dashboards

21 Page 17 Sorting 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 on 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 on the Apply button. Click on the Save button. 3. Click on the Export/Print button to export the report to Microsoft Excel for more advanced sorting. Reports and Dashboards Training

22 Page 18 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 on 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 on the Apply button. 4. Click on the Save button if you are satisfied with the displayed totals. Note For more advanced calculations, export your report to Microsoft Excel. Propertyware Reporting and Dashboards

23 Page 19 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 to view the charts. Download and install Adobe Flash for your Internet Browser.) To add a chart to a report: 1. Click on 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, type a caption, and choose X- and Y-axes for the chart. 4. Click on the Apply button. 5. Click on the Save button. Reports and Dashboards Training

24 Page 20 Exporting Reports Propertyware allows you to export any report to HTML, Microsoft Excel format. Use this feature for any of the following reasons:, or Adobe PDF 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 on 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 Propertyware Reporting and Dashboards

25 Page 21 ing a Report Propertyware allows you to a copy of any report directly from the online application. To or set a schedule to any Propertyware report: 1. Click on the /Schedule button. 2. Choose the report format file type, add addresses, and type a message in the Message field. (Use the text editor fields to format your message.) 3. Click on the Send button. Reports and Dashboards Training

26 Page 22 Scheduling Reports for Automatic Propertyware allows you to 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 ed from Propertyware: 1. Click on the /Schedule button. 2. Click on the Send Later tab. 3. Select the Scheduled radio button. Propertyware Reporting and Dashboards

27 Page 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 , choose the Frequency of the , and select the sender name from the From drop-down menu. This field controls the address that appears in the From field on your . Enter the addresses of the recipients in the Send To text box. Type in your message in the Message text box. 5. Click on the Save button. Reports and Dashboards Training

28 Page 24 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 on the Publish button. This prepares the report for publishing. 2. Click on 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. Propertyware Reporting and Dashboards

29 Page Click on the Done button to close the Publish screen. Reports and Dashboards Training

30 Page 26 Creating a Portfolio Mail Merge To create a Portfolio Mail Merge, perform the following steps: 1. Click on the Reports tab. 2. Locate the Property Reports folder in the Report Folder sidebar. 3. Click on the plus sign to expand the Property Reports folder. 4. Do one of the following to view the report: Double click the Portfolio report. Highlight the Portfolio report and click on the View Report button. Propertyware Reporting and Dashboards

31 Page Click on the Export/Print button to see a Mail Merge option available only when viewing the Portfolio report. See image below. 6. Enter the date range. By default Run Date and Due Date are set to today s date. Start Date and End Date show the first and last day of the current month. 7. Select the portfolio(s) from the Portfolio list. 8. Click on the Next button. Reports and Dashboards Training

32 Page Select a template. 10. Select recipients. 11. Use the buttons at the top center of the screen to view, attach, publish, or the document. 12. Click on the Done button when finished. Propertyware Reporting and Dashboards

33 Page 29 Report List Report Category Report Description Administrative Audit Log Running list of actions taken within Propertyware User Login Historical log of all IDs that have logged into Propertyware Contact Contact Categories* Categorized contacts from the Contacts module Contact Notes* All notes attached to all contacts Contact Notes (Tenants) Contacts* All notes attached to tenant contacts All contacts available from the Contacts module Owner Contacts* A list of all owner contacts Tenant Contacts A list of tenant contacts by unit Vendor Contacts* A list of all vendor contacts Desktop Conversations and Comments* Documents* All conversations and comments All documents uploaded to Propertyware Documents All Documents Attached Events* A list of notes and documents added to the Desktop All events created Events Next 30 Days Tasks Calendar driven report with a list of appointments All tasks created Tasks All My Team s Tasks Task driven report with a list of all tasks added to the desktop Reports and Dashboards Training

34 Page 30 Report Category Report Description Finance A/P Vendor Balance A/P Bill Payments (This Month) A/P - Past Due Bills Vendors and balances from the Money Out tab A list of all past due bills A/P - Refunds A list of all refund checks A/P - Unpaid Bills A list of all unpaid bills A/R - Unpaid Charges A/R - % Collected This Month A/R - Discounts, Adjustments & Bad Debt A/R - epayments (Pending) A/R- epayments (Settled This Month) A/R- epayments Summary A/R- Payments (This Month) A/R - e- Payments (Today) A/R - Payments by Manager Actual Management Fees Bills With Work Orders A list of all unpaid charges on leases A list of the % collected on charges with a due date of this month A detailed report of all discount, adjustments and written off bad debt on leases A list of all epayments that are pending settlement A list of all epayments that have settled this month A list of all epayments that are pending settlement A list of all payments recorded this month A list of all payments recorded today A list of payments by property manager Actual Management Fees A list of bills with Work Orders Propertyware Reporting and Dashboards

35 Page 31 Report Category Report Description Income/Expense Management Detail Report Management- Owner Draws (This Month) Management: Portfolio Transactions (Detail) Managers Commission Report Money In - Charges Money Out - Bills How profitable are the properties? A summary of all income and expenses, by building or portfolio. This information is broken down by income and expense account. A detail of all income, expenses, management fees, owner draws, and owner contributions over a specified period A list of all owner draws for this month A detail of all income, expenses, management fees, owner draws, and owner contributions over a specified period A breakdown of commissions to be paid to property managers All charges created on your Leases you can view the sum of the charge, amount paid, amount due, % collected and much more Bills created for Vendors in the Money Out module Owner Contacts A list of all owner contacts Portfolio Historical Balance Vendor Contacts This report displays each portfolio and the portfolio balance as of the date selected, also show the security deposit balance as of the date selected. A list of all contacts attached to vendors Vendors A list of vendors Budgeting* Cash Suspect* Each budget vs. actual account by month for the period specified Suspect ledgers by portfolio Credit Memo* All credit memos for leases Reports and Dashboards Training

36 Page 32 Report Category Report Description epayments Batch* epayments grouped by settlement date epayments Reconciliation* FTB Calculation Report* Income Statement Budget Comparison Summary Income/Expense Income/Expense by Portfolio* Journal Entries* epayments that were debited/credited from the bank yesterday A calculation of taxes due to the Franchise Tax Board based on out of state owner laws for management companies A summary of all general ledger accounts, their corresponding budget, actual spending and difference This report displays a summary of all income and expenses, by building or portfolio. This information is broken down by income and expense account. This report displays a summary of all income and expenses, by building or portfolio. This information will be broken down by income and expense account. A list of all journal entries Managers Commission Extended Report* Managers Commission Report Money In Bank Deposits* Money In Charges Money In Discounts, Adjustments, Bad Debt* Money In epayments* Money In Payments* A breakdown of commissions to be paid to property managers A breakdown of commissions to be paid to property managers Bank Deposits created in the Money In module This report displays all charges created on your Leases. You can view the sum of the charge, amount paid, amount due, % collected, and much more. All discount, adjustments and bad debt charges created on your Tenant Ledgers epayments recorded on Tenant Ledger Payments recorded on Tenant Ledger or as other income in the Money In module Propertyware Reporting and Dashboards

37 Page 33 Report Category Report Description Money In Payments Applied* Money In Tenant Charges* Money Out Auto Bills* Money Out Bill Payments Money Out Bills This report displays payment and charge data. You can view the payment detail and the charges for which the payment was applied. This report displays all charges created on your Leases. You can view the sum of the charge, amount paid, amount due, % collected, and much more. Auto Bills created for Vendors in the Money Out module This report displays the bill payments (checks) applied towards bills created for Vendors in the Money Out module. Bills created for Vendors in the Money Out module Money Out Bills with Work Orders* Money Out Checks* Money Out Owner Draws* Money Out- Refunds* Owner 1099s* A list of bills with Work Orders A list of checks Owner Draws recorded in the Management module All refunds created on your Tenant Ledgers A list of all owner 1099s Owner Contacts* A list of all owner contacts Portfolio Bank Reconciliation Balancing* Portfolio Security Deposit Balancing* Vendor Notes* A listing of Portfolio security deposit balances to assist in reconciling these balances to the bank statements A listing of Portfolio security deposit balances to assist in reconciling these balances to the bank statements All notes attached to Vendors in the Money Out module. Vendors* All vendors from the Money Out module Financial Balance Sheet Detail Balance Sheet Detail Financial Statement Reports and Dashboards Training

38 Page 34 Report Category Report Description Balance Sheet Standard Balance Sheet Standard by Portfolio* Bank Balance Breakdown Cash Flow Detail* Balance Sheet Standard Financial Statement Balance sheet standard broken down by portfolio A breakdown of the bank account balance by Portfolio A listing of cash in and out of general ledger accounts Cash Flow Summary* Check Register Report Escrow Held A summary of cash in and out of general ledger accounts A list of checks written Monies held in Escrow by the Management company General Ledger General Ledger Report Income Statement Detail Income Statement Portfolio Comparison* Income Statement Standard Income Statement Standard by Month Income Statement Standard by Portfolio* Schedule E P&L Style Income Statement By Transaction Net income, grouped by portfolio, in a side by side comparison P & L Style Income Statement By Account P&L Style Income Statement By Account and Month P&L Style Income Statement by portfolio Net income grouped by property in schedule E format Trial Balance* Trial balance by portfolio, building or consolidated Lease Accts. Receivable - Tenant Balance Data from the Summary and Tenant Ledger pages for Leases Propertyware Reporting and Dashboards

39 Page 35 Report Category Report Description Auto Charges- Current Auto Charges- Expiring Next 90 Days Auto Charges- Starting Next 90 Days Auto Payments* A list of all auto charges on active leases A list of all auto charges on active leases that are expiring in the next 90 days A list of all auto charges on active leases that are starting in the next 90 days All auto-payments (credit card or check) active on leases Conversations and Comments Enhanced Rent Roll Report Eviction Tenants A list of all conversations and comments attached to active leases Rent Roll by Units A list of all tenants attached to leases in eviction status Gross Potential Rent* Inspections Scheduled* Lease Notes* Potential rent report by unit Leases with inspections scheduled All leases with notes Lease Notes- This Month Lease Renewals* All notes created on leases this month All leases with renewals Leases* Rent Roll Rent Roll Enhanced* Rent Roll with Unit Information Displays information from the lease summary and ledger pages A list of all active leases and a summary of the information Rent roll by unit A list of all vacant and occupied units with attached lease information Reports and Dashboards Training

40 Page 36 Report Category Report Description Tenant Contact* A list of all tenant contacts by unit Tenants- Current A list of tenants attached to active leases Tenant epayment Information* Tenants- Past Tenants Units with Leases* A list of tenants with epayments A list of all tenants attached to terminated leases Rentable units with leases Maintenance Assets and Work Orders* Conversations and Comments* Service Requests- This Month Service Requests- This Week Timecard Entries All assets attached to work orders All comments attached to work orders A list of all service requests received this month A list of all service requests received this week All time card entries Timecards- This Week Turnovers- Not Completed Work Order Comments Work Orders A list of all Time Card entries from this week A list of all turnovers that are not complete A list of all comments on open work orders A list of all open work orders Work Orders Notes* Work Orders - Service Requests Work Orders- Open All notes attached to work orders Service requests submitted from the tenant portal A list of all open work orders Propertyware Reporting and Dashboards

41 Page 37 Report Category Report Description Work Orders Vendors* All work orders by vendor Work Orders with Tenant Contacts* All work orders with tenant contact information Marketing Applicants A list of all prospects with attached application information Prospects Prospect Applications* Prospects Assigned to Units* Prospects Converted to a Lease* Prospects- Unassigned (Source: Portal) Screened Prospects* Screening* A list of open prospects submitted from the Tenant Portal Prospects with an attached application Prospects that have been linked to a unit Prospect that have been converted to a lease A list of unassigned prospects generated from your portal Prospects in which tenant screening has been run Screening information from prospects Owner Statements Owner Statement All Detail Owner Statement Detail By Building Owner Statement Detail Owner Statement Month and YTD by Building Owner Statement Month and YTD Owner Statement Property Summary Owner statement with finance data summarized by portfolio Owner statement with transaction level detail grouped by building Owner statement with transaction level detail Owner statement with finance data by Month, YTD and building Owner statement with finance data by Month and YTD Includes a building/unit list, a unit level income summary for each income account, a unit level expense detail and a reporting of payments to owner Reports and Dashboards Training

42 Page 38 Report Category Report Description Owner Statement Simple Owner Statement Summary and Detail Owner Statement Summary by Building Owner Statement Summary Ledger-type statement with a running balance Owner statement with transaction level detail Owner statement with finance data summarized by account and grouped by building Owner statement with finance data summarized by account Owner's Property Statement Current month and YTD portfolio summary along with a 12-month summary for individual properties Owners Statement Owner statement with finance data by Month and YTD Month and YTD Property Assets* A list of all assets attached to buildings/units Building Insurance* Insurance information available Building Mortgages* Building Notes* Buildings with mortgage information available Buildings with notes Buildings* All buildings Expiring Management Contracts Unit Inventory Any management contracts expiring in the next 90 days A list of all active units under management Units - Vacant Unit Loss Vacant Units Expiring Management Contracts A list of vacant units with a total of target rent Only the rentable units that are vacant (no active lease attached) Any management contracts expiring in the next 90 days Propertyware Reporting and Dashboards

43 Page 39 Report Category Report Description Portfolio Management Fees* Portfolio Notes* Management fees for all portfolios Notes for all portfolios Portfolios* All portfolios Property Manager Activity* Target Rent Change* Unit Availability Detail* Unit Notes* Buildings/units sorted by property manager with building/unit status Target rent history Available units All units with notes available Unit* All units Unit Inventory A list of all active units under management Units - Vacant Unit Loss A list of vacant units with a total of target rent Note All reports with the asterisk (*) must be created by clicking the New Report button. If the reporting details you are looking for are not included in an out-of-box report, you need to customize an existing report using the column or filter options. Reports and Dashboards Training

44 Page 40 Reporting Worksheet What reports do I need to view on a monthly basis? Which reports can I use to create or build those reports? Which additional reporting options can I use to streamline process? How? Propertyware Reporting and Dashboards

45 Page 41 Dashboards Dashboards are real-time snapshots of key performance indicators and business metrics. Dashboards are made up of dashlets. A dashlet is the actual report that is run to pull back the defined metrics. Here is an example of how a dashboard may be structured: Dashboard o Accounts Payable Dashlets Bounced Checks (this month) Past Due Tenants Payments this Month The Accounts Payable dashboard can contain up to six dashlets that allow you to see charts or table listings of data. Here is an example: 1. Dashboard dropdown Dropdown to select the dashboard you want to view. 2. Action buttons Buttons to allow you edit or modify the current dashboard. 3. Dashlets Snapshots of reports that display as a mini-table or chart. 4. Dashlet action links Links to edit or delete the dashlet, or to view the associated report Reports and Dashboards Training

46 Page 42 Creating a Dashboard To create the dashboard we outlined above, navigate to the Dashboards tab in Propertyware. The Spotlight dashboard and associated dashlets are displayed. Click the New Dashboard button. Complete the following three fields: 1. Dashboard Title The dashboard title should give your users an overview of what dashlets to expect. In the screenshot below, we have entered Accounts Payable. 2. Description The optional description should include more details on what dashlets are available. 3. Permissions These radio buttons determine who has access to the dashboard. This option defaults to all users. You can choose users who can see the dashboard. Click on the Save button once all details are entered. Propertyware Reporting and Dashboards

47 Page 43 Adding Dashlets Once the Dashboard is created, you need to add each individual dashlet. In our example, we add the following three dashlets: Bounced Checks (this month) Past Due Tenants Payments this Month Click on the Add Dashlet button to begin. The options available on the dashlet vary based on the chart type you select: 1. Dashlet Title This is the unique title for the dashlet. 2. Report The report data that is used to display the chart or table. 3. Chart Type The chart type that is used to display data. There are two options: charts (bar, pie, and line) or mini-table. 4. Color This is an optional feature for the mini-table option. 5. Axis For charts, you have to select which data to display on which axis. A corresponding image is displayed to outline the axis available. 6. Columns These are available only on the mini-table. This determines the columns available on the dashlet. 7. Totals This is available only on the mini-table and displays a total column. Reports and Dashboards Training

48 Page 44 Mini Table Chart (example) Complete all fields and click on the Save button. The dashlet appears beneath the associated dashboard. Each dashlet has options to edit, delete, or go to the report. The left and right arrows, located on the right hand side of the dashlet, order the dashlets. Propertyware Reporting and Dashboards

49 Page 45 Adding Dashlets from Reports You can add a dashlet when viewing a report. From the report header, click on the Chart icon. If the chart is not enabled, enable it. Click on the Add to Dashlet option. A list of your dashboards is displayed. Click the dashboard to add the chart. Editing Dashboards To edit an existing dashboard, select the dashboard from the dropdown and click the Edit button. This allows you to change the title, description, and sharing preferences for the dashboard. Deleting Dashboards To delete an existing dashboard, select the dashboard from the dropdown and click the Delete button. You have to confirm deletion before Propertyware removes the dashboard. Reports and Dashboards Training

50 Page 46 Setting your Default Dashboard The default dashboard appears on your Desktop. Each time you log in to Propertyware, the first two dashlets from the default dashboard are displayed. To view the full report, click the Go to Report link located in the bottom left hand corner of each dashlet. Like all dashboards, the data must be refreshed to show the most current information available through Propertyware. The Refresh link, located below the dashboard on the right hand side, pulls the most up-to-date information. Click on the See More> > > link to go to the Dashboards tab. The link displays the full dashboard. (By default, the Desktop only shows the first two dashlets.) Propertyware Reporting and Dashboards

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