A map report is a visual representation of one or more records in relation to each other. This report type plots records (users, assets) using their latitude and longitude coordinates.

It is recommended that you limit the number of pins in a map to less than 2,500.

Create a map report

1. Expand “Reports” on the sidebar navigation.
2. Select “Design” to design a new report.
3. Populate the fields. Data fields with an asterisk (*) are required.
   • Category*: The category grouping for this report. You can create your own categories by navigating to Report Categories under the Lists & Types menu under Configuration.
   • Type*: Select the “Map” type of report.
   • Name*: Enter the name of the report.
   • Dashboard Panel Name: When used as a panel on a dashboard, this is the default name of the panel. Leave blank to use the report name.
   • Dashboard Refresh Interval*: When used as a panel on a dashboard, this is the interval (in minutes) when the data is automatically refreshed. Toggle No Automatic Refresh to ‘On’ to only refresh data when the dashboard is reloaded. Toggle No Automatic Refresh to ‘Off’ to select the refresh interval.
     • This field is hidden upon creation and visible when the record is edited. It is defaulted to the user who created the record.
   • Icon*: Select an icon to represent the report.
   • Datasource*: Select the underlying data for the report.
     • Note: Data can be pulled from specific records (such as assets, forms, contacts) or from the record type metadata. Supported record types for datasources include Asset Type, Contact Type, Document Type, Form Type, and Task Type.
   • Time Zone: The time zone to use for the report. The time zone defaults to the user’s preferences if left blank.
   • Managed By*: The contact who manages this report.
     • This field is hidden upon creation and visible when the record is edited. It is defaulted to the user who created the record.
   • Allow Anonymous Viewing: Toggle on to allow anonymous (unauthenticated) users to view this report. It is recommended that you only enable this functionality when approved by your security department. Only users with the “Administer Report” function granted to their security role will see this toggle.
     • When activated, the report will become public, allowing anyone with the link to the report to view it. Linked data is not recommended; links within the report will be redirected to the login page. Please ensure this selection aligns with your organization’s security requirements.
     • When toggled on, an icon will appear on the report search page in the Tags column to indicate the report allows for anonymous viewing.
     • When viewing the details of a report, there is a barcode icon within the Details header which will launch the Encoder tool. This tool will create a barcode with the link to the report embedded so public users may access this report without logging into the system.
   • IP Allow List: The comma-separated list of individual IP addresses (x.x.x.x) or IP address ranges (x.x.x.x – x.x.x.x) that are allowed to access this anonymous report. Leave blank to allow access from any IP address.
     • This field is only visible when Allow Anonymous Submittal is toggled on.
   • Archived: Toggle on to disable the usage of this report.
     • This field is hidden upon creation and visible when the record is edited.
     • Archiving a report will add a tag of “Archived” to the report.
     • Archived reports are removed from dashboards when referenced as dashboard panels.
     • The Report Administrators or the “Managed By” report contact can view archived form types by selecting the appropriate value from the Archived Status dropdown.
   • External Identifier: Create a unique identifier for this report.
   • Tags: Enter the list of tags for this report.
   • Description: Enter a short description of the report.
4. Select “Save” upon completion.

Map properties

1. Locate the report and select the “Edit” button for the desired report.
2. Select “View” to view all the available data elements for this data source.
3. Select “Edit” within the Map Properties section.
4. Populate the fields. Data fields with an asterisk (*) are required.
   • Latitude*: Select the data element used for the latitudinal coordinates. Typically, this will be Asset.Latitude, which returns the latest latitude marked as “in use”.
   • Longitude*: Select the data element used for the longitudinal coordinates. Typically, this will be Asset.Latitude, which returns the latest latitude marked as “in use”.
   • Label Text: Select the data element that will be displayed within each map data point label (once the data point is clicked). If nothing is selected, only the latitude and longitude will appear in the labels when the data points are clicked.

     • NOTE: The last option is a calculated field to create a value for the label. Example: {PrimaryAssets:Assetas_PhysicalLocation} + ‘ (‘ + {AssetAttribute:Serial} + ‘)’

   • Map Pin Type*: Select the pin type from a standard shape or an icon.
   • Pin Shape*: The default shape of a map pin.
   • Pin Color*: The default color of a map pin. Shapes may be colored but icons are always the standard blue color. 
   • Cluster Pins: Whether pins in close proximity will be clustered together until the map is zoomed in. Pins with the same latitude and longitude coordinates will be clustered, no matter how far the map is zoomed in. Only once the map is zoomed in all the way, you may click on the cluster to expand points with the same latitude and longitude.
   • Show Coordinates: Toggle on to display the latitude and longitude of a marker in the tooltip.
   • Add Link: Whether markers will link to an asset when clicked.
   • Add Photo to Tooltip: Whether to add asset photos to marker tooltips. If no photo is present at the asset record, the default asset profile “box” icon will display.
   • Include Shape File: Whether a shape data file will be added to the map. In the box below, you may load a .kml, .kmz, or GeoJSON file. Only one layer of data is currently accepted. A map report cannot be created with a shape file alone. Other asset data with latitudes and longitudes must be added to the report.
   • Include Conditional Styles: Toggle on to change pin styles for certain data points. The Conditional Styling section will appear below when toggled on.
5. Populate the Conditional Styling fields to format the column based on logic. By default, the system provides 7 rows. Additional rows will appear upon save when all rows are populated. Clear formatting using the icon to the right of each row.
   • Style Column: The column that will be used for conditional style comparisons.
   • Operator: Select the operator of the style.
   • Value: Enter the comparison value of the style.
     • Note: Select variables ({Today} and {Today +- n}) may be used in the Value field.
   • Map Pin Type: Select from a shape or an icon.
   • Pin Shape: The pin shape to apply for this style.
   • Pin Color: Select the pin color to apply for this style. Shapes may be colored but icons are always the standard blue color.
     • See the Color Key to view the color names and hex codes with the corresponding color.
6. Select “Save” upon completion.

Filters

Filters allow the report to dynamically return results based on defined logic, criteria, and order.

1. Select “Add” or “Edit” within the Filters section. 
2. Populate the fields. Data fields with an asterisk (*) are required.
   • Group*: The group of this filter.  Groups are used in conjunction with logical statements where the entire group evaluates to true or false.
     • If an OR statement will be included in the logic, the Group value defines the order of operations.  Use additional groupings to ensure the filtering logic works as expected.
     • If the logic does not use OR statements (the logic only uses AND statements), or there is only a single filter, Group 1 will be sufficient.
     • For example, if your logic looks something like:
       (A and B and C) OR (D and E), the filter elements within the first set of parentheses will be in Group 1, and the filter elements within the second set of parentheses will be in Group 2.
   • Precedence*: The order of this filter in relation to the other filters in the report query.
     • When adding, editing and deleting a filter, the system will automatically renumber the filters by increments of 5.
   • Column*: The column that you will use to filter the data. The naming convention is: [Table.Element] (data type). For example, select Asset Type.Name to filter on the type of asset. There is a search box within the dropdown to help locate data elements within tables. 
   • Operator*: The operator to use for this filter.
     • The Operator value of “contains any of these items” will return all results that meet the entries.  For example, a filter to show only records that “contains any of these items” with “WELL,TANK” would return WELL0001, WELL0002, and TANK0001.
     • If filtering on the presence of Form Tags, please use “contains” or “contains any of these items” as the operator.
     • The Operator value of “is in the list” is appropriate for matching entire values.
   • Value*: The value to use for this filter. There are several options:
     • Enter a single numerical or text value (please note that text values are not case sensitive).
     • Enter a semicolon-separated or comma-separated list of numerical or text values.
     • Enter a GUID surrounded by single quotes.
     • Use a variable. The Append Variable button allows you to quickly select a variable from a re-defined list, including {Today}, {CurrentUser}, {StartDate}, or {EndDate}. Variables are denoted with curly brackets. Certain variables require you to enter a variable’s unique identifier or external identifier to evaluate properly. For example, for {ContactID}, simply enter the Contact’s unique/external identifier within the curly brackets. For Selection Lists, enter the Selection List report’s external identifier within the curly brackets, like so: {SL:Assetas_SL_Active_Assets}. For a full explanation of variable formats, please reference the Variables page.
       • The list of potential variables will depend upon the data type selected. 
       • For date fields, the two filters {StartDate} and {EndDate} must be applied together; you cannot reference only one of these two in the filters for a report.
       • When timestamps matter, Assetas recommends using the DateAdd function (DateAdd(day, 1, {EndDate}) to add one day to the {EndDate} variable as the timestamp on the {EndDate} variable defaults to 12:00AM (the beginning of the day). For example: Telemetry.Active Date >= {StartDate} AND Telemetry.Active < DateAdd(day, 1, {EndDate}).
       • If the filter is referencing one date, please use {AsOfDate}.
       • For comparing telemetry timestamps with {Today} please use Telemetry.Active Date >= {Today} AND Telemetry.Active < DateAdd(day, 1, {Today}).
     • Choosing from Selection Lists:  To configure a filter to select a value from a selection list (as in the case of {SL:Assetas_SL_Active_Assets} above), you’ll need to set the Column value to an ID rather than a name. For example: Asset.Asset ID = {SL:Assetas_SL_Active_Assets} will allow you to run a report on a single asset chosen from the selection list of active assets.
     • Choosing from County, Country, or State Lists:  To configure a filter to select a value from a list of counties, countries, or states, you’ll need to set the Column value to an ID rather than a name. For example: Address.County ID = {CountyID}will allow you to filter by a single county chosen from the list of US counties. To hardcode the filter for a single county, use Address.County ID = ‘GUID’ where GUID is replaced by the 36-character GUID of the county (and retain the single-quotes on either end).
   • Logical*: Defines how to relate this filter to the other filters. If the filter directly after this filter is in a different group, then the logical field will describe how the two groups interact.
     • The AND logical has a higher precedence than the OR logical,  See the table below for examples.
   • Exclude: Toggles whether this filter will be applied.
   • Comments: The comments for the filter.
3. Select “Save” upon completion.

Manage filters

1. Select the View/Edit button for the desired filter.
2. To the right of each filter, under the Actions menu, you may edit the filter position or criteria or delete the filter from the report.

Additional filters

Additional Filters define the default maximum number of rows to return and sets how to handle distinct rows.

1. Select “Edit” within the Additional Filters section. 
2. Populate the fields. Data fields with an asterisk (*) are required.
   • Maximum Rows*: Sets the maximum number of rows returned in a report.
     • For a Selection List report, please increase the Maximum Rows to exceed the maximum number of results returned by the Selection List.
     • For reports that return a number of rows that exceeds the Maximum Rows value, the row count is displayed in yellow alongside a + icon.
   • Distinct Rows*: Eliminates any duplicate rows if set to Yes.
3. Select “Save” upon completion.

Security

In this section you may define which security roles have access to your report if the report is not set to be viewed anonymously.

By default, reports are not assigned to any security roles; only the user who created the report and anyone with the “Report Administrator” security function will be able to access the newly created report.

When a report is granted to one or more security roles, users of those security roles will also be able to access it.  You can add single roles at a time, or all roles at once.

Add a security role

Reports are only available for use by users who have appropriate security roles.

1. Locate the report record and select the View/Edit button for the desired record.
2. Select the “Add” button in the Security section.
3. Populate the field. Data fields with an asterisk (*) are required.
   • Security Role*: Select the security role that allows the use of the report.
4. Select “Grant” upon completion.

Add all security roles

Reports may be available to all users if all security roles are granted access.

1. Locate the report record and select the View/Edit button for the desired record.
2. Select the “Add All” button in the Security section.
3. Select “Grant All” to confirm your selection.

Manage security roles

1. Locate the report record and select the View/Edit button for the desired record.
2. To the right of each record, under the Security menu, you may revoke this security role which will prompt you to confirm revoking access to any user with this security role.

Validate

1. Locate the report and select the “Edit” button for the desired report.
2. Select the “Validate” button to check the report for any issues and display any errors found.

A report without validation errors does not necessarily guarantee that the logic in the report is accurate or that the report will return data. It simply affirms that the way the mappings, filters, and sorting rules have been defined to generate the report.

Run

1. Locate the report record and select the “Edit” button for the desired report.
2. Select the “Run” button to run the report.

View raw data

1. Locate the report record and select the “Run” button for the desired report.
2. Select the “View Raw Data” button to view data behind the report.