Custom Reports for Assets

IT service management revolves around assets. And, the efficiency of your IT team depends on how you manage them. Now you can track them better with customized reports in Freshservice.

To begin with, go to the Reports tab and click on Assets in the left pane. You’ll find these 5 default reports. To create your own custom report, click on New Report.

Completing the New Asset Report form

Enter a name and a short description for the report.

Here’s how the rest of the sections work.

Report Filter

In the first section, you can select a specific asset/CI type that needs to be included in the report, or select All Assets.

The next section is for the date when the asset/CI was created. The second drop-down lets you choose from:

• • Time Period: Preset time periods like ‘Last 7 days’, ‘Last 30 days’ etc.

• • Date Range: Specific date range (not more than 6 months).

• • Greater than: Assets/CIs added after a specific date.

• • Less than: Assets/CIs added before a specific date.

You can add more sections to further refine the list of assets/CIs that need to be included in the report, by clicking on Add new condition.

For instance, if you need the report to include all assets for which the asset/CI entry was created in the last 90 days, but it still has over 3 incidents reported against it, here’s what the Report Filter section will look like.

Chart Editor

The Chart Editor lets you select the type of chart and the metrics that it will depict. You can choose between vertical bar chart, horizontal bar chart, line chart and pie chart depending on the kind of report you want to create.

1. Vertical bar charts can be used to compare assets/CIs with specific properties based on certain metrics.

The X-axis represents what the data in the chart will be grouped by. The drop-down contains properties with specific values, like Impact, Department, Location etc. Custom fields that you added to the asset/CI form are also shown here provided that it’s a ‘drop-down menu’, a ‘checkbox’ or a ‘date’.

The Y-axis represents metrics. You can choose between Count of, Sum of and Average of. For each of them, the dependent drop-down will show the following values:

You can choose vertical bar charts to get reports like, “The number of new asset/CI entries created in the UK office over the last week”.

Please note that the Sample Chart uses arbitrary data and does not represent your service desk.

While reading the report, you can remove unimportant entries from the X-axis by clicking on it in the legend.

2. Horizontal bar charts work in a similar way, the main difference being that the X-axis represents metrics and the Y-axis represents group-by data (and of course, the resulting bars are horizontal). The values in the drop-down lists are just interchanged.

You can choose horizontal bar charts to get reports like, “The number of assets/CIs created in the last 30 days grouped by vendors”.

3. Line charts can be used to illustrate progress over a period of time.

The X-axis represents timeline. You’ll find options for all default and custom ‘date fields’ for assets/CIs here.

The Y-axis works exactly the same as Vertical bar charts.

There’s an added Group by drop-down. This contains asset/CI properties like Type, Impact, Location etc.

You can use line charts to get reports like “Comparison of departments based on the number of assets they obtained over the last 30 days”.

The advantage of using a line chart over a vertical or a horizontal bar chart for this report, is that it also tells you how many assets/CIs were obtained by each department on a given day in the range.

4. Pie charts can be used to illustrate numerical proportions.

It is fairly straightforward. Select the property you want the pie chart to be grouped by. Then you can select the metrics that are represented by the chart.

You can use pie charts for reports like “The types of assets/CIs created over the last 7 days”.

Preview Data

The Preview Data section shows a tabular representation of all the assets/CIs that are included in the conditions specified in the Report Filter.

Although charts are simpler to interpret, the table lets you include way more data. Click on the Add fields button to add or remove columns. Select or clear the corresponding checkboxes and click on Apply.

You can even group the data displayed in the table by a specific field.

Once you’ve added columns to the table, you can even remove them by hovering over the heading and clicking on the x icon.

Once you’re done, click on Save & Run Report. This will add the new report in the list of Asset Reports.

Now, besides editing and deleting the report, you can export a PDF or an XLS version of it or even email it to a colleague. When you export a report, it is mailed to the email address associated with your Freshservice account.