Audience: service provider admins and managers who want to build their own reports on orders, invoices and parts without writing any code or SQL.

Overview

Report Builder lets you create your own reports by picking the columns you want, adding filters, and choosing how to group, summarize and chart the results. You can save a report, run it again any time, share it with colleagues and download the results as Excel or CSV.

Building a report takes four steps:

1. Choose what the report is about: orders, invoices or order lines.
2. Pick the columns you want to see.
3. Add filters, a summary, grouping, sorting and a chart if you need them.
4. Run the report, then save it.

Before you begin

• Report Builder must be turned on for your account. If you do not see it in the menu, contact Fixably support and ask for it to be enabled.
• Your role needs View advanced reports to open Report Builder and run reports, and Create, edit and delete saved reports to save, edit, duplicate or delete them. Both are set under System Settings → Security → Roles & Permissions. Administrators and managers have both.
• Open it from the left menu under Statistics → Report Builder V2.

The reports home page

When you open Report Builder you land on your Reports page. From here you can:

• Search: type in the search box to find a report by name, description or category.
• Filter by type: show All types, or only Orders, Invoices or Order lines reports.
• Switch the view: use the card / list toggle in the top right. Your choice is remembered for next time.
• Create a report: the Create report button opens the template gallery.

Reports are grouped into sections: your Favorites first, then your categories in alphabetical order, and Uncategorized last. Every report carries a badge showing who can see it: Private (only you), Shared (specific people or roles) or Everyone.

Favorite, share, duplicate and delete

Each report has quick actions (hover a card, or use the icons at the end of a row in list view):

• ★ Favorite: pin the report to your Favorites section. Favorites are personal, so starring a report does not change what your colleagues see. A favorited report is shown under Favorites only, not under its category as well.
• Share: choose who else can see or edit the report (see Sharing a report).
• Duplicate: make your own copy that you can adjust without touching the original. The copy is private to you.
• Delete: remove a report you no longer need. Only the report's creator and administrators can delete or share a report.

If nothing has been shared with you and you have not created a report yet, the page says No reports shared with you yet.

Create a report

Click Create report to open the gallery. You have two choices:

• Start from a template: pick a ready-made report and the columns, filters and chart are set up for you. You can change anything afterwards.
• Start from scratch: choose Blank report to build everything yourself.

The templates are grouped into Repairs, Financial and Parts & products:

Whatever you pick opens in the builder, where you can run it as-is or fine-tune it.

The builder

The builder has three areas:

• Left, Fields: every column you can add, grouped by area (Order, Customer, Device, Location, Queue, and so on). Use Search fields... to find one quickly.
• Middle, Preview: the live result of your report as a table, a chart, or both, with the row count next to the view toggle.
• Right, Setup: the panels that shape your report: Columns, Calculated columns, Filters, Summarize, Group by, Sort and Chart.

Choose the report type

At the top of the builder you pick what the report is about: Order, Invoice or Order line. This decides which fields are available. Switching the type clears your current setup (Fixably asks you to confirm), so choose it first.

Add columns

Click a field on the left to add it to your report. Added columns appear as chips in the Columns panel on the right. Drag a chip by its handle (☰) to change the order of the columns, and click its × to remove it.

Rename a column

You can give any column a name of your own, for example Ticket no instead of Order ID, so a report going to customers or partners reads the way they expect. Hover the column's chip and click the pencil, or double-click the column header in the results table, type the new name and press Enter. The new name is used on screen and in every export. Hovering a renamed column shows its original name; clearing the name restores it.

Add filters

In the Filters panel click Add, then choose a column and a condition to narrow down the rows. The available conditions depend on the column type:

With no filters, the report returns all rows up to the row limit.

Dates that keep up with the calendar

A filter on a date column does not have to be a fixed date. Open the value dropdown and choose a relative value instead: Today, Yesterday, Tomorrow, Start of this week, End of this week, Start of this month, End of this month, Start of this year, Days ago or Days from now (the last two take a number of days). The value is worked out every time the report runs, so a saved "last 30 days" report keeps reporting on the last 30 days without anyone editing it. For a running range, use is between with Start of this month and Today.

Two things to know:

• Relative dates use your company's time zone (the one in System Settings), not the time zone of the computer you are on, so everyone sees the same result.
• On a (date & time) column, is Today only matches rows stamped exactly at midnight. Filter the (date) version of the column instead, or use at least Today.

Summarize and group

To get totals instead of a long list of rows, use Summarize and Group by together.

• Summarize adds a calculation: Count, Sum, Average, Min or Max of a column.
• Group by decides what each summarized row represents, for example group by location to get one row per location.

A report like "number of orders per location" is a Count of Order ID, grouped by Location name.

Sort

In the Sort panel choose a column and Asc (smallest first) or Desc (largest first). A summarized value can be sorted on too; it appears in the list as, for example, Order ID (Count). Without a sort, rows come back in the database's own order.

Add a chart

In the Chart panel pick a chart type (Bar, Line, Area or Pie) and set the X-axis and Y-axis. Pick your columns first; the chart needs them to know what to plot. Use the view toggle above the preview to show the table, the chart, or both.

Ready-made totals (Measures)

On Order reports the field list has a Measures group with ready-made totals: Order count, Closed orders, Repeat repair orders, Orders in warranty, Orders out of warranty, Orders with warranty device, Warranty share % and Closed share %. Add one or more next to a grouping column such as Location name to get, for example, the warranty share per location without setting up a summary yourself. Measures are totals, so they can only be displayed: you cannot filter or group by them.

Calculated columns

A calculated column is a number you work out from other columns, such as profit from revenue and purchase price. In the Calculated columns panel click Add, then either:

• pick a ready-made Calculation (Margin %, Percentage of, Difference, Ratio or Sum) and fill in the fields it asks for, or
• choose Build your own and add fields, operators and numbers from the + add dropdown, or click Edit as text and type the formula yourself.

Give the column a name, choose a format (Number, Currency or Percent) and run the report. The column behaves like any other: it can be sorted, charted and exported.

Formulas use only +, -, *, /, brackets and number columns. Percent only adds the % sign, so a share needs * 100 in the formula. A report can hold up to 10 calculated columns.

Run and save

• Run report refreshes the preview with the latest data. Tick Auto update to re-run automatically as you make changes.
• Save stores the report so you can open it again later. Give it a name first, and add it to a category to keep your reports organised: pick an existing category or type a new one.
• Clear empties the builder. If you leave the builder with unsaved changes, Fixably asks whether to leave or stay.
• You can drag the border between two column headers in the results to resize a column, or double-click it to fit the content. The widths are saved with the report.

Open and use a saved report

Click a report on the home page to open it. The report runs and shows the results. From here you can:

• Switch the view: table only, chart only, or both.
• Refresh: re-run the report to get the latest data.
• Export: Download Excel, Download CSV or Copy to clipboard (handy for pasting into a spreadsheet). Exports use the column names shown on screen.
• Share: choose who else can use the report.
• Edit: open the report back in the builder to change it.

Sharing a report

A saved report is private to the person who created it: colleagues do not see it until it is shared with them. Administrators and managers see every report.

1. Click the Share action on the report card (or the Share button when viewing the report).
2. In Add people or roles, pick Everyone in the company, a role, or an individual colleague.
3. Choose Can view (open, run and export the report) or Can edit (also change and save it), then click Add. Changes apply immediately; there is no Save button.

The Who has access list shows every share; change a person's level from the dropdown on their row, or choose Remove there to take the share away. Deleting a report and changing its sharing always stay with the creator and administrators, even for someone who can edit it. If you want your own copy of a report someone shared with you, use Duplicate.

Sharing controls who can open the saved report, not the underlying data: anyone with View advanced reports can build an equivalent report themselves.

Moving reports from the old Report Builder

If you built reports in the previous Report Builder, you do not have to recreate them by hand. In the builder toolbar click Import, paste the address of the old report (either the old builder page under Statistics → Advanced Reports with the report on screen, or a saved report link from Statistics → Custom Reports) and click Import. The converted report loads into the builder for review; give it a name and Save to keep it. The old report is left untouched. If part of the old report has no equivalent, the import either lists what it left out or stops and tells you why.

Reference

Report types

What you can report on

• Standard order, invoice and order-line fields, including customer, device, location, queue and technician details.
• Your custom fields and the tasks configured on your orders. They appear in the field list automatically.

Good to know

• Row limit: a report returns up to 20,000 rows and shows truncated next to the row count when there is more. Add filters or narrow the date range.
• Switching the report type clears your setup: decide whether you are reporting on orders, invoices or order lines before you build.
• A column that no longer exists: if a custom field or task used by a saved report is disabled or deleted, the report cannot be saved again until you remove that column in the builder or re-enable the field.
• Reports outlive their creator: if the creator's user account is removed, the report keeps working for everyone it was shared with, and administrators can manage it.

Getting support

If Report Builder is not showing in your menu, or a report is not returning what you expect, contact Fixably support. It helps to include the report name (or a screenshot), the report type and the filters you used.