Generate and export a report
Overview¶
"Reports" gives you the finished documents your Association relies on for budgeting and board meetings, from a "Reserve Analysis Report" to a simple component photo list. Anyone with access to Reports can open a report, adjust what it shows, and produce a PDF or a spreadsheet. Use "Reports" whenever you need a document to review, print, or send ahead of a meeting.
Setup¶
You need at least view access to the Reports module. Without it, "Reports" does not appear in your left navigation.
Some report controls, such as "Edit Report Settings" and the options on the "Reserve Funding Disclosure Packet", need full access to the module rather than view access. See the role reference for what each role can do.
The fiscal year selector at the top of the screen controls which year a report runs for. The selector offers your current fiscal year and, once one exists, a planning year.
Two tabs on the "Reports" page only appear once SmartProperty turns the related feature on for your property: "Project Reports" and "Maintenance Reports". If you do not see one of these tabs and expect to, contact SmartProperty.
How-to¶
Open a report¶
Select "Reports" in the left navigation. This opens the "Reports" page.
Select a tab to see the reports it contains.
"Components Analysis" lists reports such as "Anticipated Expenditures", "Component Inventory", "Component Photos and Details", "Percent Funded Analysis", "Photos", "Anticipated Expenditures Verification", and "Fully Funded Balance (30 year)".
"Funding Analysis" lists each funding plan you have created, plus "Anticipated Expenditures (5 year average)" and, for workspaces with loan analysis enabled, "Compare funding plans".
"Summary Reports" lists the "Annual Financial Health Report", "Financial Assessment Report", "Plan Summary Report", "Reserve Allocation Report", "Reserve Analysis Report", and, for California and Washington properties, the "Reserve Funding Disclosure Packet".
Select a report by name. This opens that report with your current fiscal year's data.
Narrow what a report includes¶
Select "Filters" on a report that offers it. This opens a filter panel.
Choose the categories, locations, component types, tags, or information sources you want to include, then apply them. The report updates to show only the matching components.
Choose columns, sections, and other report settings¶
Select "Edit Report Settings". This opens a settings panel over the report.
Under "Columns to include in the report", check or clear each column you want to appear. Use the checkbox at the top of the list to select or clear all of them at once.
On the "Reserve Analysis Report", "Sections to include in the report" lets you turn whole sections on or off, such as the "Component Inventory" section or the "Anticipated Expenditures" section.
On reports that offer it, choose "Report Data Source": "Display latest" shows the report using current financials and components. "Display original" shows the report as it stood at the start of the fiscal year.
Select "Save Report Settings". This saves your choices and closes the panel.
Report settings save for you personally. A colleague who opens the same report keeps their own settings.
Generate a PDF or export to Excel¶
Select "View As PDF". This downloads a PDF version of the report, using your current filters and settings.
Select "Export to Excel" instead to download the report as a spreadsheet.
On the "Reserve Analysis Report", "View As PDF" prepares the PDF while you keep working. A "Generating PDF" message confirms that SmartProperty will notify you when the PDF is ready.
Until the PDF is ready, the button shows "Generating PDF…" and cannot be selected again.
When the PDF is ready, a notification appears under the bell icon at the top of the screen. The notification names the fiscal year and property, for example "Your 2026 Reserve Analysis Report PDF for Maple Grove is ready."
Select the bell icon, then select "Download PDF" in the notification. This downloads the PDF.
Only the person who started the PDF receives the notification. You can download the same PDF from that notification again later.
A copy of the PDF is also saved to the "Reports" folder in "Library" > "Files".
If a colleague has already started a PDF of the same report, with the same fiscal year and "Report Data Source", "View As PDF" shows "Generating PDF…" for you as well. The notification goes to that colleague. When the PDF is ready, open it from the "Reports" folder.
If the PDF cannot be produced, the notification says generation failed, for example "2026 Reserve Analysis Report PDF generation failed for Maple Grove." Select "Retry" in the notification, or select "View As PDF" on the report again.
On the "Anticipated Expenditures Verification" report, select "Share" to send a link to the report. This opens the "SHARE" window with a "Link to share" field. Select "Copy" to copy the link, then paste it into an email or message. The link opens the report in SmartProperty, so the person you send it to needs a SmartProperty login with access to the property.
Reference¶
Report controls¶
| Control | What it does |
|---|---|
| View As PDF | Downloads a PDF version of the report. On the "Reserve Analysis Report", prepares the PDF and delivers it to your notifications with a "Download PDF" button |
| Export to Excel | Downloads the report as a spreadsheet |
| Edit Report Settings | Opens the panel where you choose columns, sections, and other report-specific settings |
| Filters | Opens a panel to narrow the report by category, location, component type, tag, or information source |
| Share | Shown only on the "Anticipated Expenditures Verification" report |
Not every report offers every control. A report with nothing to filter, for example, does not show "Filters".
Edit Report Settings fields¶
Columns to include in the report. Shown on reports with a column list, such as "Component Inventory". Clearing a column removes it from both the PDF and the Excel export.
Sections to include in the report. Shown only on the "Reserve Analysis Report". Turns entire sections on or off.
Report Data Source. Shown on reports that can compare a point in time against current data. "Display latest" uses current financials and components. "Display original" uses the figures as of the start of the fiscal year.
Select "How Funds Are Distributed". Shown on the "Percent Funded Analysis" and on the percent funded section of the "Reserve Analysis Report". "Distribute Funds Equally" funds every component equally. "Distribute Funds Weighted" funds components based on their "Remaining Useful Life". Neither option is presented as a recommendation. Choose the one that matches how your Association plans to fund reserves.
Select "a Funding Plan". Shown on the "Annual Financial Health Report". Choosing a plan here changes only what this report shows, not which plan your Association has adopted.
Report branding¶
Report branding, such as your company name and logo, comes from your workspace settings and is not something you configure from inside a report.
"Reports" run against the fiscal year selected at the top of the screen. To see a report for a different year, change the fiscal year selector first, then open the report again.
Troubleshooting¶
If "Edit Report Settings" or another control appears greyed out, check your role's access to "Reports". See the role reference.
If a report you expect to see is missing from its tab, confirm the fiscal year selector is set to the year that report applies to.
If "Project Reports" or "Maintenance Reports" does not appear and you believe it should, contact SmartProperty.