---
title: Filter and Analyze Report Data
description: "## Overview Filters allow you to focus an AssetIQ report on the records relevant to a specific question, period, asset group, location or operational process. After applying filters, review the summary values and detailed records together. Confirm the date basis,…"
url: "https://help.assetiq.sg/docs/filter-and-analyze-report-data/"
updated: "2026-09-03"
category: "Reports & Analytics"
---

# Filter and Analyze Report Data

## Overview

Filters allow you to focus an AssetIQ report on the records relevant to a specific question, period, asset group, location or operational process.

After applying filters, review the summary values and detailed records together. Confirm the date basis, status definitions and data scope before comparing results or making decisions.

> **Important:** A filtered report is not the complete dataset. Record the filters used when sharing or relying on the results.

## Before you begin

Before filtering a report, determine:

- What question you need to answer
- Which report contains the required information
- Which date field should be used
- What reporting period is relevant
- Which organization or business unit is in scope
- Whether current or historical information is required
- Whether cancelled, archived or incomplete records should be included
- Whether you have permission to see the complete required dataset

Clear objectives reduce the risk of applying filters that produce misleading results.

## Open the report

1. Sign in to AssetIQ.
2. Open **Reports**, **Analytics**, **Dashboards** or the corresponding module.
3. Select the required report.
4. Review its title and description.
5. Confirm the default date range.
6. Check existing filters.
7. Review the initial record count or summary.

The report may retain filters from your previous session, depending on the configuration.

## Define the reporting question

A good reporting question identifies the measure, scope and period.

Examples include:

- How many active assets were recorded at Melbourne on 31 August?
- Which maintenance orders became overdue during August?
- How many inspections were completed by each location this quarter?
- Which rental assets were returned late during the last 90 days?
- Which asset categories have the most open work orders?

Avoid broad questions such as “How are our assets performing?” until you define the required measures.

## Select the correct date basis

A report may allow filtering by:

- Created date
- Planned start date
- Due date
- Actual start date
- Completion date
- Inspection date
- Dispatch date
- Return date
- Updated date
- Another configured date

Choose the field that matches the reporting question.

For example:

| Reporting question | Appropriate date basis |
| --- | --- |
| Maintenance due in September | Due date |
| Maintenance completed in September | Completion date |
| Rentals dispatched in September | Actual dispatch date |
| Rentals returned in September | Actual return date |
| Inspections created in September | Created date |
| Inspections performed in September | Inspection or completion date |

Using the wrong date basis can produce a technically correct but misleading report.

## Select the date range

Available options may include:

- Today
- Yesterday
- This week
- Last week
- This month
- Last month
- This quarter
- This year
- Last 30 days
- Last 90 days
- Custom range

When using a custom range:

1. Enter the start date.
2. Enter the end date.
3. Confirm whether both dates are included.
4. Apply the filter.
5. Review the resulting record count.

Be aware that the current day, month or quarter may be incomplete.

## Check the time zone

Dates and times may be affected by:

- Organization time zone
- User time zone
- Asset location
- System time zone
- Coordinated Universal Time
- Another configured setting

If an activity appears on an adjacent day, review its exact timestamp and time-zone behaviour.

## Apply organizational filters

Depending on your access, you may be able to filter by:

- Organization
- Legal entity
- Business unit
- Department
- Region
- Location
- Site
- Project

Confirm whether the selected location represents:

- Current asset location
- Home location
- Activity location
- Rental destination
- Maintenance location

The meaning depends on the report.

## Filter by asset

Asset-related filters may include:

- Asset number
- Asset description
- Category
- Type
- Make
- Model
- Status
- Location
- Business unit
- Assigned user
- Parent asset
- Another configured attribute

Use an asset number when reviewing one specific asset.

Use category or type when comparing groups of similar assets.

## Filter by activity type

Where reports combine operational records, filter for activities such as:

- Maintenance
- Work orders
- Inspections
- Audits
- Rentals
- Scheduled activities
- Resource unavailability
- Other configured types

A report filtered to one activity type will hide other operational commitments.

## Filter by status

Available statuses depend on the report.

Examples may include:

- Draft
- Pending
- Scheduled
- Active
- In Progress
- Overdue
- Completed
- Cancelled
- Archived

Confirm whether the report uses:

- Current status
- Status at the end of the reporting period
- Status-change date
- Another historical rule

A current-status report may not reconstruct what the status was during a past period.

## Filter by responsibility

You may be able to filter by:

- Asset custodian
- Assigned user
- Maintenance owner
- Inspector
- Rental coordinator
- Record creator
- Reviewer
- Responsible team

Confirm what the responsibility field represents before interpreting performance.

## Filter by priority or severity

Use priority or severity filters to identify records requiring attention.

Possible values may include:

- Low
- Normal
- Medium
- High
- Urgent
- Critical

Priority and severity are different concepts:

| Field | Meaning |
| --- | --- |
| Priority | How urgently work should be addressed |
| Severity | Potential impact or seriousness of a condition |

Do not treat them as interchangeable unless AssetIQ explicitly uses one shared scale.

## Combine filters

Several filters can be combined to produce a focused result.

Example:

| Filter | Value |
| --- | --- |
| Report | Maintenance Orders |
| Date basis | Due Date |
| Date range | 1–30 September |
| Location | Melbourne |
| Status | Open, In Progress and Overdue |
| Priority | High and Critical |

This could answer: “Which high-priority maintenance activities are due at Melbourne during September and remain incomplete?”

## Understand how combined filters work

When multiple filter categories are applied, records commonly need to match all categories.

For example:

- Location = Melbourne
- Status = Overdue
- Category = Mobile Crane

The result normally contains overdue mobile-crane records at Melbourne.

When selecting several values within one filter, records may match any selected value.

Confirm the behavior in the current AssetIQ interface.

## Apply the filters

To apply selected criteria:

1. Open the report’s filter panel.
2. Select the date basis and date range.
3. Choose the organizational scope.
4. Add relevant asset or activity filters.
5. Select statuses.
6. Choose any required responsibility, priority or severity values.
7. Select **Apply**, **Search**, **Run Report** or the corresponding action.
8. Review the updated results.

Check for visible filter tags, highlighted fields or other active-filter indicators.

## Review the result count

After applying filters, compare the result count with what you reasonably expected.

An unexpectedly high or low count may indicate:

- Wrong date basis
- Incorrect date range
- Hidden default filter
- Missing status
- Wrong organization or location
- Duplicate records
- Data-quality problem
- Permission restriction

Do not proceed directly to export when the result count appears unreasonable.

## Review summary and detail together

Compare:

- Summary cards
- Charts
- Detailed table
- Drill-down records
- Total record count

If totals differ, investigate whether:

- The chart groups records
- The table uses pagination
- Summary metrics apply additional logic
- Records can appear in several categories
- Blank values are excluded
- Data refresh times differ

## Sort report data

Where sorting is available, sort by:

- Date
- Asset number
- Location
- Status
- Priority
- Severity
- Responsible user
- Duration
- Value
- Another report field

Sorting changes the display order but should not change the total dataset.

Use sorting to identify:

- Oldest overdue records
- Highest-priority work
- Longest-running activities
- Largest recorded values
- Earliest upcoming due dates

## Group report data

Where grouping is available, group by:

- Asset category
- Location
- Business unit
- Status
- Activity type
- Responsible user
- Month or period
- Another dimension

Grouping helps identify patterns but may conceal individual exceptions. Open the detail where required.

## Review blank or unclassified values

Reports may contain values such as:

- Blank
- Unknown
- Unassigned
- Not Specified
- Other

These may indicate:

- Missing master data
- Incomplete records
- Legacy information
- Inapplicable fields
- Data-access restrictions

Do not automatically remove these records. They may reveal an important data-quality problem.

## Drill into a result

Where drill-down is available:

1. Select a summary card, chart segment or grouped value.
2. Review the supporting records.
3. Confirm which filters were inherited.
4. Open individual records.
5. Verify unexpected items.
6. Return to the report.

Drill-down helps determine why a value is high, low or changing.

## Analyse exceptions

Focus on records requiring action, such as:

- Overdue maintenance
- Failed inspections
- Open critical findings
- Missing assets
- Overdue rentals
- Scheduling conflicts
- Unassigned assets
- Missing master data
- Long-running work orders

For each exception:

1. Confirm the source record.
2. Review its current status.
3. Identify the responsible person.
4. Determine the required next action.
5. Confirm whether the issue is genuine or a data error.

## Compare reporting periods

To make a valid comparison:

- Use the same report
- Use the same date basis
- Use equal or equivalent period lengths
- Apply identical organizational filters
- Use consistent status definitions
- Confirm similar data-refresh timing
- Note any major process or data changes

Examples of reasonable comparisons include:

- August versus July
- Quarter 3 versus Quarter 2
- September this year versus September last year
- Current rolling 30 days versus previous rolling 30 days

Do not compare a complete month with the first few days of another month without explaining the difference.

## Analyse trends

When reviewing changes over time, consider:

- Whether the underlying asset population changed
- New locations or business units
- Improved data capture
- Status-definition changes
- Seasonal activity
- Large one-time projects
- Maintenance campaigns
- System configuration changes
- Incomplete recent data

A change in a metric does not automatically mean operational performance improved or deteriorated.

## Calculate rates carefully

A rate requires a numerator, denominator and period.

For example:Inspection failure rate=Failed completed inspectionsAll completed inspections×100\\text{Inspection failure rate} = \\frac{\\text{Failed completed inspections}} {\\text{All completed inspections}} \\times 100

Confirm:

- Which records are included
- Whether incomplete inspections are excluded
- Whether cancelled records are excluded
- Whether the denominator is sufficiently large
- Whether the same rules are used for comparison

## Save a filtered report view

If AssetIQ supports saved views:

1. Apply the required filters.
2. Review the results.
3. Select **Save View**, **Save Filter** or the corresponding action.
4. Enter a clear name.
5. Confirm whether it is private or shared.
6. Save and test the view.

Example names include:

- Melbourne Overdue Maintenance
- Failed Inspections – Last 30 Days
- Active Rentals by Location
- Unassigned Assets – Operations

Only include saved-view instructions if the function exists in the current version.

## Reset the report

To restore the default report:

1. Select **Clear Filters**, **Reset** or the corresponding action.
2. Remove search text.
3. Confirm the default date range.
4. Review the restored scope.

If the report remains restricted, check organization, business-unit and permission settings.

## Record the analysis criteria

When sharing results, include:

- Report name
- Date generated
- Date basis
- Reporting period
- Organization or business unit
- Locations
- Statuses
- Other filters
- Known exclusions
- Data-refresh time
- Any assumptions or limitations

This makes the analysis repeatable and easier to verify.

## Common issues

### No records appear

Clear filters one at a time, expand the date range and confirm the correct organization.

### Too many records appear

Review the date basis, status and organizational filters.

### The result count changes after drill-down

The drill-down may apply additional criteria. Review inherited filters.

### Completed records appear in an overdue report

Check status, completion date, due date and data-refresh timing.

### Two users obtain different results

Compare permissions, business-unit access, active filters and report refresh times.

### A chart and table show different totals

Review grouping, blank values, pagination and metric definitions.

### The saved filter no longer returns expected results

The filter criteria may remain unchanged while underlying data has changed.

### Exported results differ from the report

Confirm whether the export contains all matching records, visible rows only or another data scope.

## Recommended practices

When filtering and analyzing reports:

- Begin with a clear question
- Choose the correct date basis
- Review default filters
- Apply a defined organizational scope
- Combine filters carefully
- Check the result count
- Review summary and detail
- Investigate blank values
- Drill into exceptions
- Compare like-for-like periods
- Verify calculated rates
- Check permissions and data freshness
- Record analysis criteria
- Reset filters before starting another analysis
- Correct problems in the source records

## Next steps

Continue with:

- View Asset Management Reports
- View Maintenance and Inspection Reports
- View Rental and Utilization Reports
- Export Report Data
- Troubleshoot Report and Dashboard Data

For related guidance, see Understand Dashboards and Key Metrics.