From the Custom Reports page, you can easily manage various aspects of your project and create unlimited reports for different areas, such as ITP checklists, defect reports, and shipping reports. The page is packed with functionalities and features to make your reporting tasks as seamless as possible.

From your Custom Reports you have the ability to:

Update Record Information
Filter Report Views
Manage Columns in Your Reports
Use the Group By Function
Use the Linked Records Function
Use the Lookup Function
Share Your Report With Team Members or Collaborators
Upload Data From an External .CSV or Excel File Into Your Report
Download Your Report to an Excel or .CSV File
Adjust Row Height and Column Density in Your Report
Reset Your Report
Use the Calculations Functionality
Move Records Across Projects

We'll dive into all the functionalities and features available to you on your custom reports below.

Overview of Your Custom Reports

Let's get into it! You can find the 'Custom Reports' tab in the left-hand navigation menu. This is where you can create, store, update, and share all your custom reports with your clients and teams.

Your workspace comes with a set of default report templates that are set up in your workspace, already connected with all your project records. You can start using these reports immediately and serve as a foundation, allowing you to configure, customise, and filter them to perfectly align with your specific tracking needs.

💡 Note: Reports are updated live, which means that as items are ticked 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.

Pre-configuration and initial record type setup

When working with your custom reports, the fields (columns) displayed are determined by the project's initial record type setup. This setup also affects how you can interact with specific cells in your report.

In Matrak, different types of fields (like text, date, or photo fields) work differently based on how you configure the record type (click here to learn more about setting up your record types). You can set up these fields at the start of your project or update them anytime from the Edit Record Types page.

Note: Only Admin users with correct permissions can add, edit or delete fields on the Edit Records page.

How to Update Record Information

Your report features interactive fields and cells, allowing you to update and manage information directly from your report.

From your custom reports you can view and update:

The status or location of materials
Bulk updates to material information
Arrival dates
Text fields and comments
Attached photos

Updating the Status or Location of Materials

You can update the status or location of materials directly from the Custom Reports page. This is very handy for updating materials in bulk for large call-ups or checking off ITPs.

Step-by-Step Instructions to Update Status or Location:

Update a Single Entry:
- Double-click on any list cell.
- A drop-down menu with all available statuses will appear.
- Select the desired status from the menu to update the entry.
Bulk Update Entries:
- Click on the checkboxes on the far left of your report to select the rows you want to update.
- Once you've selected the necessary rows, follow the same process as above to update the status or location for all selected entries.

Updating Arrival Dates

If you have a date field in your Record Type, you can update arrival dates on your records using the date picker.

Step-by-Step Instructions to Update Arrival Dates:

Select the Rows to Update:
- Click on the date cell within your report.
- To update multiple dates at once, click on the checkboxes on the far left to select the desired rows.
Use the Date Picker:
- A date picker will appear. Select the desired date.
- The chosen date will update for the individual cell or all selected rows accordingly.

By following these steps, you can efficiently manage and update arrival dates on your Custom Reports page, ensuring your records are always current.

Updating Text Cells and Comments

All text fields on the Custom Reports page are editable, making it easy to add comments or notes to your records.

Step-by-Step Instructions to Add and Update Comments:

Edit Text Fields:
- Double-click on the text cell you want to edit.
- The text area will expand, allowing you to add or update the text.
- To add line, press the 'Enter' button on your keyboard.
Save Changes: Click outside the text cell to save your changes.
View Text Overview: To expand and view any comments, hover over any text cell - An expanded view of the text will appear without needing to click in to edit.

By following these steps, you can easily manage and update text fields and comments on your Custom Reports page, enhancing your ability to keep detailed and organised records.

Viewing Attached Photos

All attached photos can be viewed via your custom reports, providing a visual record of your materials.

Step-by-Step Instructions to View Attached Photos in Your Custom Reports:

Navigate to the Correct Report: Navigate to your Custom Report page from the left hand side bar menu. Select the correct report from where you want to view the attached photos.
Scroll to the Photos Column: Scroll through your report until you find the 'Photos' column.
Ascending View: You can click on the column header to change the ascending order of records that have attached photos.
View Photos: Double-click on any photo to expand and open it in a new browser tab, where you can view the photo in full screen for better detail.

By following these steps, you can easily access and view attached photos, providing a visual context to your material records and enhancing your ability to track and manage your projects effectively.

Updating information directly from the Custom Reports page keeps your records accurate and up-to-date. This streamlined reporting simplifies project management, progress tracking, and decision-making. And centralises your data to ensure that everyone on your team has access to the latest information.

How to Filter Your Reports

You can easily filter your reports and data to quickly gain the insights you need for making informed decisions. This flexibility allows you to configure, customise, and filter your reports to perfectly align with your specific tracking needs.

Step-by-Step Instruction on How to Filter Your Reports:

Navigate to the Report: Go to the specific report you want to filter.
Open the Filter Menu: Click the filter report button to open the dropdown menu.
Select Filters: From the dropdown menu, choose multiple filters to apply to your report. You can use the search bar to quickly find specific record types or fields.
Apply Secondary Filters: Each selected option creates a secondary dropdown menu. Click on the initial record types or fields to further refine and display specific information for your reports. Filters apply automatically.
Remove Filters: To remove a filter, open the dropdown menu again and deselect the applied filters by clicking the eye symbol to the right.

Use the filter dropdown menu to configure and customise your reports, displaying only the essential data you need and wish to share with clients.

How to Manage Columns in Your Reports

After filtering your report, the next step is to manage the columns to show or hide specific fields based on what is most relevant for your report.

Step-by-step instructions on how to manage your columns

Select the Manage Columns Button: Click on the "Manage Columns" button to access the column customisation menu.
Customise Column Visibility: A dropdown menu will appear, displaying all the associated fields linked to the records you initially filtered your report with.
- For example, if you filtered by a specific material, the dropdown will show all fields related to that material record.
Show or Hide Columns: Use the eye icon next to each field to show or hide columns in your report. Clicking the eye icon off will hide fields, making only relevant data visible in your report.

By managing columns, you can ensure that your report displays the correct information you and your clients need, making it more useful and relevant to find and digest important information.

How to use the Group By Function

The 'Group by' button in your report toolbar allows you to organise your data into categories based on your chosen descriptions.

With just a few clicks, you can create a new view of grouped records, making it easy to find and organise related information.

Things to Check Before Setting up This Report

To get the correct 'Group by' view, first ensure your project is set up with the required descriptions.

Add Descriptions: Make sure all descriptions you wish to group by are added. You can update your records anytime from the Edit Record Types page.

Once everything is set up correctly, you can use the 'Group by' feature on the Custom Reports page.

Step-by-step Instructions on How to Use the Group By Function

Select Filters: Click the filter button and choose the record type(s) you want to filter in your report.
Group by Description: Click the 'Group by' button in the settings bar and select the descriptions you want to group together.
View Grouped Records: You will see a colour-coded view of the grouped records. This page also enables bulk updates.

By following these steps, you can effectively organise and manage your data — transforming masses of information into useful visual categories that allow you to track all materials quickly and easily.

How to Use the Linked Records Function

Matrak's custom reports feature allows you to seamlessly manage and link different records by using the Link Records button.

By connecting materials to relevant deliveries, stillages, or shipping containers, you can create detailed packing lists and efficiently track shipments. Additionally, you can link tasks like ITP checklists or quality checks to corresponding materials or locations.

This feature enables you to establish relationships between various types of records. With these relationships set up, you can use the relations drop-down to add columns for linked materials, generating comprehensive reports that provide valuable insights into your project.

How to View and Edit Your Linked Records

You can create and link records in Matrak using two methods:

From the Link Records page
From the "Linked Records" button on the Custom Reports page (see below)

To Display Link Relationships, Such as Shipping Containers or Stillages

Activate the Relevant Fields: Use the "Linked Records" button to activate these fields.
View Initial Status: When activated, the cells will initially be empty unless a corresponding link exists between the material and the linked container.
See Linked Records: If a link exists, a chip will appear in the cell with the shipping container name and a status indicator (e.g., in transit, not started).

Step-by-step instructions on how to manage the link relationships:

Double-Click the Cell: This will bring up a list of all linked shipping containers.
Add or Remove Links: Use the checkboxes to add or remove links, allowing for a customisable 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.

How to Use the Lookup Function

The lookup button provides a way to gather and view additional fields across linked records in your reports. This function also enables you to track the status of multiple linked materials at once and monitor their progress in real-time.

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.

Step-by-Step Instructions on How to Use the Lookup Button:

Navigate to your specific report that has columns included for linked records.
Select the lookup button and enable/disable the specific information from the drop down list
Your selection will populate columns based on your selection where you'll be able to see the linked information selected the cell
- Single Links: When there is only one linked record, the status column will show the status of that specific record, making it easy to track.
- Multiple Links: If there are multiple linked records, the lookup function will display a status bar. By hovering over this bar, you can view the status of each individual linked record, providing a comprehensive overview at a glance.

💡 Note: that related records and lookup fields are not conditional and show all records that "could" be related.

How to Share Your Report With Team Members or Collaborators

Once you've filtered and edited the fields in your report, you can easily share a copy of it with your clients, collaborators or internal teams with the share report button.

Sharing reports such as defect reports, ITP (Inspection and Test Plan) checklists, and shipping reports is essential for ensuring that everyone involved in a project has a clear view of progress and is on the same page.

Step-by-Step Instructions on How to Share Your Reports:

Click the Share Report Button: Locate and click the Share Report button at the top of your report.
Select the Company: Use the first search bar to find the company you wish to share your report with, or choose from the companies and collaborators on your project from the drop down list.
Add Users: Once you’ve selected the company, add the specific users you want to share the report with by typing in their email or selecting from the drop down list.
Send the Report: Click the Share Report button to send your report. This will automatically duplicate your report view in their Custom Reports page.

💡 Note: This is a duplicate report, any changes they make to the filters or fields will not affect your report view.

Sharing reports ensures clear communication and alignment among all project stakeholders. Share your reports to ensure everyone is working towards the same goals and is aware of any issues or concerns that may arise.

How to Upload Data From an External .CSV or Excel File Into Your Report

You can upload data from an Excel spreadsheet or internal software into Matrak.

💡 Tip: To simplify setup, you can use the provided Basic Excel File Template with pre-populated 'ID' and 'Record Type' columns linked at the bottom of this article.

File Setup Requirements for Upload

File Setup Requirements:
- Your file must include the 'ID' and 'Record Type' columns for Matrak to process the upload.
  
  Note: Adding additional columns such as 'Qty', 'Subfix', 'Description', and 'Linked' are highly recommended for more detailed updates but not required.

Preparing Your File: How to Format Dates for Upload

Excel Files:
- Matrak supports Excel's date format. To correctly format your dates:
  - Right-click the column header.
  - Select 'Format Cells'.
  - Choose the 'DD-MM-YYYY' date format.
  Tip: Use the formula =TEXT(A1, "dd-mm-yyyy") to quickly convert dates, adjusting the cell reference as needed.
CSV Files:
- If your importing CSV files, you may need to make some adjustments to ensure the date column is text formatted by:
  - Click on the column header.
  - Right-click and choose 'Format options'.
  - Select 'Text' from the category tab.
  - Enter dates in 'DD-MM-YYYY' format, e.g., 13-01-2023.

Step-by-Step Instructions on How to Upload Your File Using the Import Button

Now that your file is all set up and ready to be uploaded, you can upload it into your report in Matrak. Here's how:

Step-by-Step Instructions to Importing Your File:

Open your report from the Custom Reports Page: Navigate to the Custom Reports Page in Matrak.
Select the Import button In the report toolbar, click the Import button
Upload Your Data: Drag and drop your Excel (.xlsx) or CSV file into the pop-up, or click 'Browse files' to locate your file on your computer.
Toggle On/Off Overwriting Existing Data Option Before uploading your file, decide whether to overwrite existing values. This option can be toggled on or off:
- When turned on, new values will replace existing ones.
- When turned off, new records will be created without altering existing data.
Complete the Upload: Select the import button to import the data directly into your report. A progress bar will show and once the process is complete, the progress screen will change to confirm that your data has been successfully uploaded.

How to Fix Uploading Errors

If you encounter errors during your upload, it is essential to address them promptly to ensure your data is correctly uploaded. Common issues include incorrect file formatting or missing required columns.

Here are Steps to Fix Common Errors:

'ID' column is not present: If you receive this error, make sure to add a valid 'ID' column into your file and try to re-upload your file.
'Record Type' column is Not Present: If you receive this error, make sure you have a valid 'Record Type' column. Add a valid 'Record Type' column into your file and try to re-upload your file. Make sure the 'Record Type' is written as shown (it is case-sensitive)
Invalid 'Status' value: 'Delective': Double check for spelling mistakes of your statuses, it should exactly match the list values you created when setting up your materials.
Invalid 'Status' value: 'Defective': If you're still getting an error for status, it may be that you don't have a valid status for defective

How to Download Your Report to an Excel or .CSV File

By downloading your report to an Excel or .CSV file, you can easily share your report with anyone in your project network that does not have access into Matrak.

Step-by-Step Instructions on How to Download Your Reports:

Click the download Button: Locate and click the Download button at the top of your report.
Choose Your Preferred Format: Click on the Download button to reveal format options. Select either .CSV, Excel, or .PDF depending on your preference.
Download: After selecting the format, click the blue Download button. Your report will then be downloaded to your device.

By following these steps, you can easily obtain your reports in the format of your preference — ensuring you have the correct data useful at your fingertips for further analysis or sharing.

How to Adjust Row Height and Column Density in Your Report

Matrak allows you to adjust the row height to fit more information on a single page or to make your data easier to read. Here’s how you can do it:

Step-by-Step Instructions to Adjust Row Height:

Select the Row Height Button: Click the Row Height button at the top of your report.
Select Your Preferred Row Height: Select one out of the three preferred height options from the drop down list:
- Compact: Reduces row height and text size to fit more data on a single page.
- Standard: Default row height and text size, balancing readability and space.
- Comfortable: Increases row height and text size for easier reading, especially useful if rows contain a lot of text.
Apply the Setting: Once you select your preferred row height, the adjustment will be applied immediately, helping you manage your data display more effectively.

💡 Tip: You can also customise the width of your columns in your report by by dragging the column border:

Move your cursor to the border between the columns until it changes to a double-headed arrow.
Click and drag the border left or right to adjust the width

By customising the row height and column width, you can tailor your report view to best suit your needs, whether you need to display more information at once or prioritise readability.

How to Reset Your Report

Resetting your report is a crucial step to ensure accuracy and consistency, especially if you need to undo status changes made during your current session or correct mistakes.

Step-by-Step Instructions on How to Reset Your Report

Click the Reset button : Click the 'Reset' button located in the toolbar at the top of the report. This will revert any status changes or modifications made during the current session and restoring it to its previous state.

Be sure to review your data before resetting to avoid losing important updates. By following these steps, you can efficiently manage your reports, correct any errors, and maintain data accuracy for your construction projects.

Using the Calculations Functionality

Quickly understand material quantities and availability with the calculations functionality. Which helps you easily determine material quantities and manage generic materials.

This Calculations Functionality helps provide more efficient data analysis, warehouse stock management, and customised data insights, offering sum, average, minimum, and maximum calculations.

Step-by-Step Instructions for Using the Calculations Functionality:

Prepare Your Record Types: Ensure you have numeric descriptions for the record types on the 'Edit Records' page.
- Note: The description field must be numerical for the calculation functionality to be enabled.
Navigate to the Custom Reports Page: Access the Custom Reports page from the sidebar main menu.
Enable Grouping: Turn on the 'Group By' function and choose your descriptions. This will display a new view of grouped records based on your selection.
- Note: The 'Group By' function must be enabled for the calculation functionality to work.
Show the Quantities Column:
- Click the ‘Hide columns’ button at the top left corner of your report.
- Select the descriptions created or chosen in step 1 to add a new column to your report.
Apply Calculations:
- Click the three dots in the first cell next to the column header.
- An ‘Aggregation’ drop-down menu will appear with options for Sum, Max, Min, and Avg.
- Choose an aggregation method to display your data accordingly.

By following these steps, you can effectively use the calculations function to automate complex calculations, ensuring accuracy and enabling advanced data analysis and real-time updates.

How to Move Records Across Projects

The Move Project feature allows you to efficiently manage recycled materials. And is particularly useful when creating a Multi-Project Report, which offers a comprehensive view of materials across multiple projects. Available on the Custom Reports page, setting up a Multi-Project Report provides a unified view across all enabled projects, granting various team roles the appropriate permissions to read, edit, or move items.

To move records across projects, the Move Project feature transfers selected records to specified projects. Ensuring a cohesive and efficient materials lifecycle management experience.

Step-by-Step Instructions for Moving Records Between Projects:

Navigate to the Custom Reports Page: Open Matrak's web application and go to the Custom Reports page from the sidebar menu.
Select Materials to Move: Select your report and hover over the materials you want to transfer to another project. A new 'Move Project' button will appear.
Initiate the Transfer: Click the 'Move Project' button. This option is available to authorised users for transferring items between projects.
Specify Transfer Details: A popup window will appear where you can choose the destination project and specify the status of the items once the transfer is complete.
Review Activity Log Entries: New entries in the Activity Log will detail the movement of items between projects, including the destination project, the user responsible, and the timestamp.
Preserve Item Details: Once transferred, items will retain all description values, photos, attachments, and activity logs. Note that items will no longer be associated with any interactive drawings, but they can be made visible on drawings by linking them to destination locations.

By following these steps, you can effectively manage the transfer of materials between projects, ensuring all data remains intact and up-to-date.

By taking advantage of these powerful reporting features, you can closely monitor your materials and make informed decisions to keep your projects on track.

Effective reporting helps you manage resources and inventory, and provide clear updates to clients, ensuring they understand project progress. This allows you to spot issues early, improve workflows, and deliver greater visibility into your project's supply chain.