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Overview

GIMA’s reporting system provides comprehensive analytics and documentation for assets, maintenance activities, and system performance. This guide covers accessing reports, generating custom reports, and exporting data.

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Accessing the Reports Section

1

Navigate to Reports

From the dashboard, click “Reportes” in the sidebar (line 41 of Sidebar.tsx):
  • Icon: ClipboardList (from lucide-react)
  • Route: /reportes
  • Active state: white background with navy text
2

View the reports dashboard

The reports page displays (reportes/page.tsx):Dashboard Statistics Cards (line 40-44):Three main stat cards showing:
  1. Reportes Generados - Total reports created (345)
  2. Reportes Atendidos - Last processed report date
  3. Reportes Pendientes - Reports requiring action (254)
Navigation Bar (line 49-61):
  • Historial de Reportes
  • Generar Reportes
  • Programados
  • AI Assistant access button

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Understanding Report Statistics

The dashboard displays three key metric cards:
Total Generated ReportsIcon: BookOpen (size 24)Value: 345 reportsSubtext: “Reportes en el Ultimo mes”Purpose:
  • Track reporting volume
  • Measure team productivity
  • Identify reporting trends
  • Monitor system usage
Styling:
  • White background with hover shadow
  • Border: border-slate-50
  • Rounded: rounded-3xl
  • Hover animation: -translate-y-1

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Report Navigation Options

The internal navigation bar provides three main sections:

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Historial de Reportes

Access: Click “Historial de Reportes” link (line 43) Features:
  • View all previously generated reports
  • Search and filter by date, type, or creator
  • Download historical reports
  • View report details and metadata
  • Track report status changes
Typical Report History Information:
  • Report ID and name
  • Generation date and time
  • Created by (user)
  • Report type and category
  • Status (completed, pending, archived)
  • File size and format
  • Download count

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Generar Reportes

Access: Click “Generar Reportes” button (line 44) Purpose: Create new custom reports
1

Select report type

Choose from available report templates:Asset Reports:
  • Asset inventory by category
  • Asset lifecycle status
  • Asset location distribution
  • Asset depreciation
  • Asset utilization rates
Maintenance Reports:
  • Completed maintenance tasks
  • Preventive maintenance compliance
  • Maintenance costs and time
  • Technician performance
  • Equipment downtime analysis
Financial Reports:
  • Maintenance cost breakdown
  • Budget vs. actual spending
  • Asset acquisition costs
  • Department expense allocation
  • Cost per asset category
Operational Reports:
  • System usage statistics
  • User activity logs
  • Asset availability metrics
  • Response time analysis
  • SLA compliance tracking
2

Configure report parameters

Customize the report based on your needs:Date Range:
  • Custom date picker
  • Predefined ranges (last week, month, quarter, year)
  • Fiscal year options
Filters:
  • Asset categories (COMPUTO, MOBILIARIO, etc.)
  • Departments (Infraestructura, Laboratorios, etc.)
  • Locations or buildings
  • User roles or specific technicians
  • Status filters (active, maintenance, retired)
Grouping:
  • By category
  • By department
  • By location
  • By time period
  • By responsible user
Metrics to Include:
  • Select specific data points
  • Choose aggregation methods (sum, average, count)
  • Include or exclude cost data
  • Add comparison periods
3

Choose output format

Select how you want to receive the report:PDF:
  • Professional formatted document
  • Includes charts and graphs
  • Ready for printing or presentation
  • Embedded organization branding
Excel/CSV:
  • Raw data for further analysis
  • Import into other tools
  • Pivot table compatible
  • Comma-separated values for databases
JSON:
  • Machine-readable format
  • API integration
  • Custom application import
  • Data exchange format
Web View:
  • Interactive online report
  • Drill-down capabilities
  • Real-time data updates
  • Shareable link
4

Generate the report

Click “Generar” or similar button:
  • Report generation begins
  • Progress indicator displays
  • Completion notification sent
  • Report added to “Historial de Reportes”
  • Automatic download if configured

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Programados

Access: Click “Programados” link (line 45) Purpose: Manage scheduled recurring reports
1

View scheduled reports

See all reports configured to run automatically:
  • Report name and type
  • Schedule frequency (daily, weekly, monthly)
  • Next run date and time
  • Recipients list
  • Status (active, paused, failed)
2

Create scheduled report

Set up a new recurring report:Report Configuration:
  • Select report type
  • Configure parameters (filters, date ranges)
  • Choose output format
Schedule Settings:
  • Frequency: Daily, Weekly, Monthly, Quarterly, Annually
  • Day of week (for weekly)
  • Day of month (for monthly)
  • Time of day to generate
  • Time zone configuration
Recipients:
  • Select users from organization
  • Add external email addresses
  • Configure distribution groups
  • Set per-recipient permissions
Delivery Options:
  • Email attachment
  • Download link
  • Shared folder location
  • API webhook
3

Manage scheduled reports

Edit, pause, or delete scheduled reports:
  • Modify report parameters
  • Update recipient list
  • Change schedule frequency
  • Pause temporarily without deleting
  • View execution history
  • Review delivery logs

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Accessing AI Assistance for Reports

The Reports page provides direct access to the AI Assistant: Location: Navigation bar, right side (line 56-60 of reportes/page.tsx) Button Styling:
  • Background: bg-gima-navy (dark blue)
  • Text: white with bold font
  • Ring effect: ring-2 ring-offset-2 ring-gima-navy
  • Shadow: shadow-lg shadow-gima-navy/20
  • Hover: hover:scale-105
  • Active: active:scale-95
Links to: /asistencia (AI Assistant page)

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Using AI for Report Generation

1

Ask the AI about reports

In the Chat tab, you can ask:
  • “What reports should I generate for monthly review?”
  • “Show me maintenance cost trends”
  • “Which assets need attention based on recent data?”
  • “Create a report comparing this quarter to last quarter”
2

Get recommendations

The AI can suggest:
  • Relevant report types for your needs
  • Optimal parameters and filters
  • Key metrics to include
  • Comparison periods for context
  • Visualization approaches
3

Interpret report results

Ask the AI to help understand:
  • Unusual patterns or anomalies
  • Trends and their implications
  • Actionable insights from data
  • Recommendations based on findings
The AI Assistant has access to your historical report data and can provide context-aware suggestions for report generation.

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Common Report Types

Purpose: Complete listing of all organizational assetsIncludes:
  • Asset ID, name, and category
  • Current location and assignment
  • Status (active, maintenance, retired)
  • Purchase date and value
  • Depreciation information
  • Warranty status
  • Last maintenance date
Filters:
  • Category (from categorias-activos)
  • Location or department
  • Status
  • Date acquired
  • Value range
Use Cases:
  • Annual inventory audit
  • Insurance documentation
  • Budget planning
  • Compliance reporting

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Export and Sharing Options

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Exporting Reports

PDF Export

Best For:
  • Executive summaries
  • Presentations
  • Archival documentation
  • Email distribution
Features:
  • Professional formatting
  • Charts and visualizations
  • Header/footer with branding
  • Page numbering

Excel Export

Best For:
  • Data analysis
  • Custom calculations
  • Pivot tables
  • Further manipulation
Features:
  • Multiple worksheets
  • Formatted tables
  • Formulas preserved
  • Chart data included

CSV Export

Best For:
  • Database import
  • Third-party tools
  • Data integration
  • Bulk processing
Features:
  • Plain text format
  • Universal compatibility
  • Easy parsing
  • Lightweight files

JSON Export

Best For:
  • API integration
  • Custom applications
  • Data exchange
  • Automated processing
Features:
  • Structured format
  • Machine-readable
  • Hierarchical data
  • Easy parsing

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Sharing Reports

1

Email distribution

Send reports directly from GIMA:
  • Select recipients
  • Add custom message
  • Attach report file
  • Schedule send time
2

Shared links

Generate web links for reports:
  • Set expiration date
  • Configure view/download permissions
  • Track access analytics
  • Revoke access if needed
3

Folder export

Save to network location:
  • Configure default save paths
  • Organize by date or type
  • Maintain folder structure
  • Integrate with document management

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Best Practices

Before generating reports:
  • Define the purpose clearly
  • Identify the target audience
  • Determine required metrics
  • Choose appropriate time periods
  • Consider comparison baselines
Schedule recurring reports:
  • Set up automated generation for routine reports
  • Configure delivery to stakeholders
  • Review and update scheduled reports quarterly
  • Archive old scheduled reports instead of deleting
Ensure accurate reports:
  • Verify source data is current
  • Check for data entry errors before reporting
  • Validate calculations and formulas
  • Review sample output before distribution
  • Document any data limitations or notes
Maintain data integrity:
  • Regular asset audits
  • Prompt maintenance logging
  • Consistent categorization
  • Timely status updates
Effective analysis:
  • Compare to previous periods
  • Identify trends, not just snapshots
  • Look for anomalies or outliers
  • Consider external factors (seasonality, events)
  • Use AI Assistant for insight recommendations
Actionable insights:
  • Focus on metrics that drive decisions
  • Highlight areas needing attention
  • Include recommendations when distributing
  • Follow up on report findings
Protect sensitive data:
  • Control report access by role
  • Redact confidential information when sharing externally
  • Use secure channels for distribution
  • Track who accessed which reports
  • Set appropriate retention periods
Maintain audit trails:
  • Log all report generation
  • Track parameter changes
  • Record exports and distributions
  • Document report usage

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Troubleshooting

Possible causes:
  • Too much data for selected parameters
  • Invalid date range or filters
  • Database connection issues
  • Insufficient permissions
Solutions:
  • Reduce date range
  • Simplify filters
  • Check system status
  • Verify your user role permissions
  • Contact administrator if persists
Check these items:
  • Verify filter parameters are correct
  • Confirm date range includes expected data
  • Review timezone settings
  • Check for recent data updates or corrections
  • Compare with known good previous reports
If still incorrect:
  • Document the discrepancy
  • Check source data directly
  • Report to system administrator
  • Generate audit log report
Troubleshooting:
  • Verify you’re on the correct page (/reportes)
  • Click “Historial de Reportes” in navigation
  • Check your user permissions
  • Try refreshing the page
  • Clear browser cache if needed
Check configuration:
  • Verify schedule is active (not paused)
  • Confirm next run date is future
  • Check recipient email addresses
  • Review execution logs for errors
  • Verify system is not in maintenance mode
Common issues:
  • Schedule timezone mismatch
  • Recipients have blocked emails
  • Report parameters no longer valid
  • System resources insufficient

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Integration with Other Features

Asset Data

Reports pull data from your asset management system

Maintenance History

Include maintenance tasks and performance metrics

AI Insights

Get AI-powered analysis and recommendations

User Data

Reports filtered by department and user roles

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Next Steps

Generate Your First Report

Try creating an asset inventory report for your department

Schedule Recurring Reports

Set up monthly maintenance performance reports

Use AI for Analysis

Ask the AI Assistant to interpret report findings

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