Apply report filters
Narrow report results by property, tenant, tenancy, date, status, category and record condition, and reset filters when expected information is missing from the report.
Filters control which source records appear in a report. Applying several filters at the same time can create a very narrow result, so always review the active filter summary before treating a missing record as absent from Estavo.
How report filters work
Start with the selected report type
Property, tenancy, compliance, maintenance and financial reports provide different filters.
Choose the report scope
Select all properties, selected properties or another available portfolio scope.
Apply additional criteria
Add date, status, tenant, category or record-condition filters where required.
Generate matching results
Estavo displays only records that satisfy the complete active filter combination.
A record must usually match the selected property, date, status and other applied criteria before it appears.
Before applying report filters
- Confirm the report type.
- Define the purpose of the report.
- Identify the properties to include.
- Confirm the relevant reporting period.
- Decide whether historical or archived records are required.
- Review which status or category is relevant.
- Start with fewer filters where the expected result is uncertain.
- Note the filters before exporting the report.
Open the report-filter controls
Open Reports
Select Reports from the main Estavo navigation.
Select a report type
Open the property, tenancy, compliance, maintenance or financial report.
Open Filters
Expand the filter panel where it is not already visible.
Apply a property filter
All properties
Include every property available to the current account, subject to other filters.
One property
Use for a focused property, tenancy, maintenance, compliance or financial review.
Several properties
Select a portfolio subset without including every account property.
Archived properties
Include historical properties where the report and permissions support them.
A historical tenancy, transaction or maintenance record can be excluded when its property is archived and the archive option is disabled.
Apply tenant and tenancy filters
- Search using the tenant’s full name.
- Confirm the intended tenant where names are similar.
- Select a specific tenancy where supported.
- Review current and historical tenancies separately.
- Check joint tenants and connected records.
- Remove the tenant filter when investigating a missing tenancy.
- Confirm the tenant is connected to the correct tenancy and property.
Apply a date range
A record can fall outside the report even when another date on the same record is inside the selected period.
Apply status filters
- Select active or current records.
- Include upcoming records where required.
- Include ended, completed or historical records.
- Review overdue or expired items.
- Include archived records where relevant.
- Review records with incomplete or missing status.
- Remove the status filter when expected information is absent.
Apply category filters
Compliance category
Filter certificates, inspections, licences or other recorded compliance types.
Maintenance category
Filter plumbing, heating, electrical or other issue categories.
Financial category
Filter rent, maintenance, insurance, fees or other income and expense categories.
Uncategorised records
Include records without a category where the report provides that option.
Filter by record condition
- Show records with missing dates.
- Show compliance items without documents.
- Show maintenance records without contractors.
- Show financial transactions without categories.
- Show tenancy records without rent details.
- Show records requiring review.
- Use condition filters to identify incomplete source information.
Combine filters carefully
Example report filters
A focused compliance-renewal report for selected properties.
This makes it easier to identify which filter excludes an expected record.
Review all active filters before generating
- Check the selected report type.
- Review the property scope.
- Confirm the start and end dates.
- Review active status filters.
- Check category selections.
- Review archive settings.
- Check missing-record or condition filters.
- Confirm no previous filter remains active unintentionally.
Generate the filtered results
Review the filter summary
Confirm every active filter matches the intended report.
Select Apply Filters or Generate Report
Use the action displayed by the report.
Review the number of matching records
Compare the result with the expected total.
Adjust the filters if required
Broaden or narrow the report based on the results.
Remove or change one filter
- Open the filter panel.
- Identify the active filter to change.
- Clear its selected value or choose a broader option.
- Leave the other filters unchanged.
- Apply the updated filters.
- Compare the new result count.
- Continue removing filters one at a time where needed.
Reset all report filters
Select Reset or Clear Filters
Use the displayed reset action in the report area.
Check the default values
Some reports may return to a default date range or active-record status.
Generate the broad report again
Review the result before adding new filters.
Check whether active-only, current-period or archive-excluded settings return automatically.
Find a record excluded by filters
- Reset all filters.
- Search using the property or tenant.
- Widen the date range.
- Include inactive, ended or archived records.
- Remove category filters.
- Review records without dates or categories.
- Check the source record status.
- Confirm the record belongs to the current account.
- Reapply filters one at a time after locating it.
Search the full active and historical dataset before adding another property, tenancy, transaction, compliance item or maintenance record.
Save or export a filtered report
- Review every active filter.
- Check the report result count.
- Confirm the visible rows.
- Record the date range and property scope.
- Select Export or Download where supported.
- Confirm the exported file reflects the filtered result.
- Store the report securely.
A filtered export can be misleading when the date range, properties or statuses are not recorded alongside it.
Common report-filter problems
No results appear
Reset filters, widen the date range and confirm the source records exist.
Too few records appear
Remove property, status or category filters one at a time.
Too many records appear
Check whether the intended property, period and status filters were applied.
A historical record is missing
Include ended, completed, inactive or archived records.
The date filter excludes a record
Confirm which date field the selected report uses.
A filter remains active
Review the active-filter summary and reset all filters.
The result does not refresh
Reapply the filters or regenerate the report.
The export contains different rows
Generate the report again and confirm the same active filters before exporting.
The report filters have been applied
The next guide explains how to export or download a report, review the output before saving it and handle files containing personal or financial information.
Continue to report exports