When it comes to the construction industry, keeping track of materials is crucial to the success of any project. The last thing you want is to run out of supplies or have delays due to logistical issues - that's where Reporting comes in as one of the most powerful tools to gain visibility into your supply chain and track progress.
Within Matrak's powerful Custom Reports page, you can create as many different reports as you want for all of the different areas that you want to focus on, such as ITP checklists or defect and shipping reports. We'll dive into how to create these reports step by step in this article.
In this article we're going to learn:
How to use the Properties, Relations and Lookup menus
Tip: You can use the above links to 'jump' to areas of the article you might specifically be looking to learn about. We've added a 'Back to navigation' link at each section header to quickly come back to this navigation menu.
Let's get into it! To begin click on the 'Custom Reports' tab in your left hand navigation menu.
If you're new to exploring the Custom Reports page, don't worry. You'll find that a default report is already set up for you in your workspace, which includes all the records associated with your project. This report serves as a starting point, allowing you to configure and customize it to your specific tracking needs.
Note: Reports are updated live, which means that as items are picked off as being defective, or as changes are made, those changes are automatically updated in the report. Which is why sharing reports with your internal team and external collaborators is important for keeping everything on track.
When working with custom reports in Matrak, it's important to note that the fields (columns) displayed in the report are determined by the project's setup. This configuration also influences how you can interact with specific cells on the custom reports page. This behavior is akin to working with Excel spreadsheets, where the format and data types of the columns are determined by the fields chosen for the spreadsheet.
For instance, a text field in Matrak will appear and function differently from a date field or a photo field based on the selected fields added to the record type.
Click here to learn more about setting up your record types.
Note: Only Admin users with correct permissions can add, edit or delete fields on the Edit Records page.
How to filter your report
Custom Reports page allows you to filter data quickly and easily so you can get the insights you need to make informed decisions. Here are some steps to follow to filter your data like a pro:
You'll see a filter dropdown menu that allows you to multi-select either by Record Type or any of the fields you've set up within your record types. You'll also see a search bar that allows you to find the specific record types or fields you need.
2. Each option you select creates a secondary filter. In these secondary filter menus, you can filter by record types or fields like status, location, and product code. These filters apply automatically, and your report will now show only the data that meets your filter criteria.
If you want to remove the filter, simply click on the filter dropdown menu again and deselect the filter(s) you applied.
Some fields will present differently, such as the number field. If you've added a number field on your Record Type, the filter will appear a type to search input, so you can quickly type in relevant product codes or ID's to find your materials quickly.
By using the filter dropdown menu you quickly customize your report to show only the data you need. With a little practice, you'll be filtering like a pro in no time.
How to use the properties function
Once you've filtered your report, you can use the properties menu to show and hide columns, these are the columns that appear in your report based on the fields you've added into your Record Type.
The properties menu displays columns conditionally based on your filter selections. For example, if you filter by a specific location, only the columns relevant to that location will be displayed.
How to use the Relations function
Matrak offers a powerful feature that enables you to establish relationships between different types of records. With this function, you can easily link materials to relevant containers such as deliveries, stillages or shipping containers.
Additionally, you can link tasks such as IT checklists or quality checks to the corresponding materials or you can link materials to specific locations such as rooms, levels or floors.
With these relationships set up you can use the relations drop-down to add columns to your report for relevant linked materials, this gives you the ability to generate comprehensive and detailed reports that provide insights into your materials status and movement, facilitating better decision-making and optimizing project workflows.
How to use the lookup function
The lookup function in custom reports is a powerful tool that allows you to gather additional types of information across linked records. For instance, you can use this function to view the status of linked containers or stillages.
To illustrate, let's take the example of a custom report that includes a column for linked stillages. We can add an additional column using the lookup function to display the status of the linked stillages. When there is only one linked stillage, the status column will show the status of that specific stillage. However, if there are multiple linked stillages, the lookup function will display a status bar where you can hover and view the status of each stillage.
This function enables you to track the status of multiple linked materials at once and monitor their progress in real-time.
Are cells interactive on the Custom reports page?
Yes! In Matrak's Custom Reports page, there are various interactive fields that allow you to update and manage your records efficiently. From lists and date cells to text cells and linked records, this guide will provide you with a comprehensive overview of how to use and maximize these features.
Lists or Button lists:
If you have a list or a button list field on your Record Type, you can update the status or location of materials directly from the custom reports page! Very handy for updating materials in bulk for large call ups or checking off ITP's.
To do this double click on any list cell and it will bring up a drop down menu with all the available statuses. To bulk select simple click on the checkboxes on the far left of your report to choose which rows you would like to select.
Tip: If you want to quickly select all records on this page click the checkbox in the row header. If you want to select a portion of your rows click the first record you would like to select, hold down shift and select the last row, and it will select all rows in between.
If you have a date field in your Record Type you can click on the date cell to bring up the date picker, to update arrival dates on your records.
All text fields are editable on the custom reports page, to edit text fields on the custom reports page double click on the text area, and it will expand allowing you to input text. This is great if you want to add comments to your records.
To view simply hover over any text area that has been set up with a Text Area field and it will show you an overview of the text without having to click in to edit.
Tip: Use enter button to change the line, and just click on other places to save the change
Matrak allows you to enhance your records by attaching photos, providing you with a visual record of your materials.
To access the photos, simply navigate to the Properties menu and select 'Photos', which can be found under the 'Common' section alongside other important fields such as ID, Record Type, status, and location.
These fields and photos are crucial in giving you a comprehensive view of the progress of your materials, allowing you to track and manage them effectively.
To view photos simply double click on any photo inline, and it will open a new browser tab so you can view your attached photos full screen.
View and edit your linked records:
To display the link relationships on the custom reports page in Matrak, you can activate related fields such as shipping containers or stillages as we explained above, using the relations function.
When a related field is turned on, the cells will initially be empty unless there is a corresponding link between the material and the linked container. If a link exists, a chip will appear in the cell with the shipping container name and a circle status indicator denoting the status of that record, such as in transit or not started.
To manage the link relationships, you can double-click on the cell, which will bring up a list of all linked shipping containers. From there, you can add or remove links using checkboxes, providing you with a customizable and detailed view of your project's material tracking.
Note: You need to have materials, tasks, containers or locations linked together for items to show up using the related fields. Learn more about linking materials here.
Change the row density:
You can use the Row density button to customise the row height between these three options:
This allows you to adjust the row height to fit more or less information on a single page based on your preferences. This can be useful for to:
By decreasing the row height, you can fit more rows of data onto a single page, which can be helpful if you have a lot of information to display
By increasing the row height, you can make it easier to read the information in your report, especially if you have a lot of text in each row. This can also make it easier to differentiate between different rows of data.
Resize your column widths:
To resize your columns simply drag the edge of the column in the row header. This is great to view longer text fields, or view multiple links without having to click to view.
We've covered a lot of ground in this article on how to make the most of the Custom Reports page in Matrak! We've explored the basics of how to create and filter reports, as well as how to use relations and lookup fields to view linked records, and how to create three useful reports for tracking your materials.
By taking advantage of these powerful features, you can keep a close eye on your materials and make informed decisions that keep your projects on track.
But this is just the beginning! Matrak has many more features to explore, such as the ability to upload CSV or Excel files, export your reports, and share them with your team or collaborators. With these tools at your disposal, you can streamline your material tracking and gain valuable insights that will help your business grow.
So don't stop here! Keep learning and experimenting with Matrak's features, and soon you'll be an expert at tracking your materials and keeping your projects moving forward.