How to Use Prospect Reports & Create Custom Merlin Reports


Use this guide to:

  • Run prebuilt Prospect reports available in PropertyBoss
  • Create custom Prospect Merlin reports using data from the Prospect Notebook and Prospect Navigator
  • View, filter, group, export, and share prospect information efficiently


When to Use This

  • Reviewing prospect activity and follow‑ups
  • Evaluating leasing agent performance
  • Analyzing prospect lead sources
  • Generating mailing labels
  • Reporting on Prospect data not available in standard reports


Before You Start


Make sure:

  • You have access to Reports
  • You can access the Prospect Navigator
  • You understand what Prospect information you want to report on

 

Permissions Required:

  • Prebuilt reports → Leasing Agent or higher
  • Merlin reports → Reporting or Admin access


Prebuilt Prospect Reports in PropertyBoss


Overview

PropertyBoss includes a fixed set of prebuilt Prospect reports. These reports are predefined, cannot be edited, and provide quick access to commonly requested Prospect data.


Where to Find Prospect Reports

  • Navigate to Reports
  • Select Prospect


Available Prebuilt Prospect Reports


P110 – Prospect Activity Report

  • Displays activities entered for prospects
  • Includes calls, tours, follow‑ups, and notes
  • Best used for tracking communication and engagement.


P113 – Agent Activity Report

  • Shows prospect‑related activities grouped by leasing agent
  • Best used for evaluating workload and productivity.


P120 – Prospect Source Analysis

  • Breaks prospects down by lead source
  • Best used for marketing and advertising analysis.


P130 – Completed Activity Summary

  • Displays only completed activities
  • Best used for auditing follow‑through.


P499 – Prospect Mailing Labels

  • Generates mailing labels for prospect records
  • Best used for physical mail campaigns.



What Success Looks Like

  • Reports run without errors
  • Filters are applied correctly
  • Results match Prospect records


Understanding Merlin Reports (Prospect‑Specific)


What Are Merlin Reports


Merlin Reports provide powerful, customizable reporting capabilities throughout PropertyBoss. Within the Prospect area, Merlin reports:

  • Are built directly from the Prospect Navigator
  • Pull only data stored in the Prospect Notebook
  • Allow users to define:
    • Columns
    • Column order
    • Filters
    • Sorting
    • Grouping
  • Can be exported to Excel or emailed (if enabled)
  • An unlimited number of Prospect Merlin reports can be created.



Default Merlin Report Behavior

  • Every Navigator includes a Default Merlin report
  • The name of the current report view is always displayed
  • The Navigator will remain on the selected report until changed
  • Custom reports can be set as the default view per user


The word Merlin appears at the top of any area with Merlin reporting capability. Clicking the gear icon opens report creation and editing tools.


Creating a Custom Prospect Merlin Report


Step 1: Open the Prospect Navigator

  • Navigate to Leasing / Prospects
  • Open the Prospect Navigator
  • Click the Merlin gear icon


Step 2: Add Prospect Fields

  • Fields are listed alphabetically
  • Use the scroll bar or Find box to locate fields
  • Click a field to add it to the report


Finding Prospect Fields Efficiently


Use the Find box to:

  • Locate fields by partial name
  • Find fields defined at a specific level by typing:
    • Prospect Details
    • Contact Details
  • Click the Refresh icon after creating or renaming custom fields


Step 3: Arrange the Layout

  • Reorder fields to control column display
  • Use Show Rulers for precise alignment if needed


Step 4: Group the Data (Optional)

  • Group results by up to three fields
  • Add sub‑totals
  • Optionally start a new page at each group break

Example:

  • Group by Lead Source
  • Then by Assigned Agent


Step 5: Sort and Filter the Data

  • Sort data to control display order
  • Apply filters to refine results


Filters can be configured to:

  • Predefine criteria
  • Ask for values when run (prompts user each time)


Step 6: Save the Merlin Report

  • Click the Disk icon
  • Enter a unique report name (up to 40 characters)
  • Optional settings:
    • Make Report Public
    • Return Unlimited Rows
    • Set as Default Report (per user)
    • Choose print orientation

You may:

  • Save Changes
  • Save As a New Report



Modifying or Deleting a Merlin Report


To Copy or Modify:

  • Select the report
  • Click the gear icon
  • Make changes
  • Choose Save As a New Report 

To Delete:

  • Select the report
  • Click Other Actions → Delete This Report



What Success Looks Like

  • Prospect Merlin report mirrors Prospect Navigator data
  • Report opens consistently
  • Fields, filters, and groupings are meaningful
  • Report can be exported or shared easily


Common Mistakes to Avoid

  • Expecting Merlin to modify prebuilt P‑number reports
  • Adding too many unused fields
  • Forgetting to save reports
  • Not using filters, resulting in excessive data


Tips for Efficient Prospect Reporting

  • Use prebuilt reports for quick insights
  • Use Merlin for operational and leadership reporting
  • Use the Prospect Navigator as your field blueprint
  • Apply consistent naming conventions
  • Clone reports instead of rebuilding