What You'll Learn
The difference between Expected and Available reports
How Expected reports are automatically suggested
How to link routines to report types to create Expected reports
How to configure report types for specific tasks
When generating reports from a task, you may notice that some will be listed as Expected and others as Available.
![Expected and Available Reports Example]
Expected Reports
Expected reports are automatically suggested for a task based on specific settings configured in the report type. These reports appear at the top of the list when you generate a report from a task, making it easy to select the right report for the job.
What Makes a Report "Expected"?
Expected reports are determined by the following settings on the report type:
The report context – Must be a Task context
Applicable asset types and assets – The task must include assets that match the report type's asset filters
The routines that the reports are suggested for – When no routine suggestions are made, the report type will apply to all routines
Whether the report type is an annual certification – If the report is marked as an annual certification, it will be expected for annual tasks
When the task has the appropriate details that are aligned with the above settings, the report type will be listed as an Expected report.
Available Reports
Available reports are reports that don't match the current task's context details, but can still be raised from the task if required. These reports appear in a separate section and can be manually selected when needed.
How to Link Routines to Report Types (Creating Expected Reports)
To ensure the right reports are automatically suggested for specific types of work, you need to link your report types to the appropriate routines. This is done through the report type configuration.
Step-by-Step: Linking a Routine to a Report Type
Navigate to Control Panel > Report Types
Click +Create to make a new report type, or Edit an existing one
Fill in the required fields:
Name – The report name that appears in dropdown lists
Short name – Used for backend displays
Template – Select the document template to use
Context – Choose Task (for task-based reports)
In the Optional Fields section, find "Suggest this report (and limit items) for these routines"
Select the specific routine types you want this report to apply to (you can select multiple)
Leave blank to apply the report to all routine service types
Select specific routines to make the report Expected only for those task types
Click Save Report Type
How It Works
Once configured, the report type will automatically appear as an Expected report when you create tasks that use the selected routines. For other task types, it will appear as Available but won't be automatically selected.
Additional Filters for Expected Reports
You can further refine when reports are automatically suggested by configuring:
Applicable Asset Types – Limit the report to specific equipment (e.g., Fire Extinguishers, Smoke Alarms)
Asset Tags or Asset Type Tags – Filter by specific asset tags
Annual Certification – Mark the report as an annual certification requirement
This gives you precise control over which reports automatically appear based on both the type of work being performed and the assets involved.
Example: Setting Up an Asset-Specific Expected Report
Let's say you want to create a report that only shows emergency and exit lighting assets for your annual lighting inspection routine:
Navigate to Control Panel > Report Types
Click +Create
Name the report "Annual Emergency Lighting Report"
Select your lighting inspection template
In "Suggest this report for these routines", select "Annual Lighting Inspection"
Under Applicable Assets, use the filters to select only "Emergency Lighting" and "Exit Lighting" asset types
Tick "All Contractors"
Click Save Report Type
Now, whenever you create a task for an annual lighting inspection, this report will automatically appear as an Expected report, and it will only include the relevant lighting assets.
Need More Help?
For detailed instructions on creating and configuring report types, see our article on Set up report type.