PropertyBoss includes Built In reports for common reporting needs, but sometimes you need a report tailored to the way you work. Merlin is PropertyBoss's custom reporting tool that allows you to choose what information appears in a report and how that information is organized. You can customize fields, sorting, grouping, and filters, then save the report for future use.


Unlike Built In reports, Merlin reports are dynamic. The information displayed automatically updates based on the report criteria and the information currently entered in PropertyBoss.


Important: Merlin reports are not designed to provide a historical snapshot of information. When you need reporting based on a specific point or period in time, use a Built In Report instead.


TABLE OF CONTENTS

Step 1: Locate Merlin in the Navigator

Merlin reporting is available in several areas throughout PropertyBoss, including:

  • Rent Roll
  • Transaction Search
  • Applicant Screening, if enabled
  • Inspections, if enabled
  • Owners
  • Prospects
  • Tenants / Contacts
  • Vendors
  • Work Orders


When Merlin is available, you will see a Merlin report selector and a gear icon used to customize the report. Each Merlin includes a public Default report that cannot be changed. Depending on the Navigator, PropertyBoss may also provide reports such as All or PB Search that can be used as a starting point for your custom report.


Step 2: Open the Merlin Wizard

Select the gear icon to open the Merlin Wizard. The primary options used to customize your report are:

  • Layout
  • Group By
  • Sort
  • Filter


Important: While editing a Merlin report, results are limited to the first 100 rows. This limitation applies only while you are working in the Merlin Wizard. Save the report to view the complete results that meet your criteria.


Step 3: Choose the Information to Display

Use Layout to select the fields you want displayed on the report. You can:

  • Add or remove fields
  • Reorder columns
  • Adjust column sizes


The fields available in Layout depend on the Navigator you are working in. For example, Work Order fields are available when creating a Merlin Report from Work Orders but cannot be added to a Rent Roll Merlin Report.


Both standard fields and Detail Fields may be available. If there is information you want to include that is not captured in a standard PropertyBoss field, a Detail Field may provide a way to capture that information and make it available to the applicable Merlin Report.


Tip: Include only the information you need. Too many fields can make a report more difficult to review.


Use Group By when you want related records displayed together. For example, you could group information by:

  • Property and then Unit
  • Property and then Lease
  • Vendor and then Transaction Type

Grouping can also be used with subtotals and page breaks to help organize report results. 


Tip: If you do not need to group your results, you can skip this step.


Important: Merlin's Group By option is different from Report Groups used with Built In reports. Group By organizes information within a Merlin report. Report Groups organize or control access to Built In reports.


Step 5: Choose How Records Are Sorted

Use Sort to determine the order in which records appear. For example, you might sort by:

  • Tenant Last Name
  • Lease Expiration Date
  • Balance Due
  • Property Name


Tip: Choose a sort order based on how you plan to use the report. If you are reviewing upcoming lease expirations, for example, sorting by Lease Expiration Date can make the information easier to review.


Step 6: Filter the Results

Use Filter to determine which records should appear on your report. For example, you could create a report that displays:

  • Active leases only
  • Balances greater than $0
  • Leases expiring within the next 30 days
  • Open work orders only

Advanced filtering allows you to apply multiple conditions using AND/OR logic.


Tip: Start with simple filters and add additional conditions only when needed. If your report does not return the results you expected, review your filter conditions before adding more criteria.


Step 7: Save Your Merlin Report

Once the report is configured, save it so you can use the same setup again. When saving the report, you can specify:

  • Report Name
  • Description
  • Public or Private visibility
  • Default report assignment

Use a name that clearly identifies the report's purpose. For example, Active Leases Expiring 60 Days is more helpful than Lease Report.


A short description can provide additional context about how the report is used, such as:

  • Collections calls
  • Month end processes
  • Renewal or retention workflows
  • Monthly late notices


Choose Public or Private

When saving your report, choose who should have access to it.

  • Private: Visible only to the user who created the report.
  • Public: Available to other users who have access to that Navigator.


Tip: Use Private for reports created specifically for your own workflow. Use Public when the report is intended to provide a shared reporting view for other PropertyBoss users.


Use Save as New Report

If an existing Merlin Report is close to what you need, you do not have to start from scratch. Open the existing report, make the necessary changes, and use Save as New Report to create a separate version. This is especially important when working from a Public report that other users may rely on. 


This can also save time when creating several similar reports. For example, you could create a report for accounts 60 days past due, save it as a new report, and adjust the filter to create additional 90 day and 180 day versions.


Step 8: Set a Default Report, If Needed

If you regularly use the same Merlin Report, you can designate it as your default. Once set as the default, that Merlin Report will automatically load when you open the applicable Navigator, so you do not need to select it each time.


Managing Existing Merlin Reports

The Other Actions option in the Save area of the Merlin Wizard provides additional tools for managing existing reports.


  • Rename a Report: Select Rename This Reportto change the name of the current report. 
    • Reports cannot have the exact same name.
    • Use names that clearly distinguish similar reports. 
    • Avoid using dates alone as report names. 
    • Usernames or initials may also help organize reports when multiple users create similar configurations.
  • Delete a Report: Select Delete This Reportwhen a saved Merlin Report is no longer needed.
    • Important: Use caution when deleting a Public report. Public reports may be used by other PropertyBoss users, including reports you did not originally create.
  • Manage Reports: Select Manage the Reportsto view the Public reports and your Private reports associated with that area of PropertyBoss. From this window, you can review information such as:
    • When a report was last used
    • Who last used the report
    • How many times the report has been used
    • The report description
    • You can also edit report descriptions, reset execution counts, or delete reports from this window.


Exporting a Merlin Report

Merlin Report results can be exported when you need to save, share, or work with the information outside of PropertyBoss.


Export to Excel

  1. Select Export to Excel to save the report as an Excel file.
  2. The exported file is saved to the pb_reports folder on your C: drive.


Tip: Export to Excel when you need to sort, filter, analyze, or work with the report data outside of PropertyBoss.


  1. Select Print to print the report or save it as a PDF.
  2. PropertyBoss will use your configured printer settings by default. Depending on your settings, the report may be sent directly to a printer or saved as a PDF. Select a different printer option when needed.


Key Takeaway

Use Merlin when you need a customized view of the information available within a PropertyBoss Navigator. Choose the fields you want to see, organize and filter the results, and save useful configurations so they are available the next time you need them.


Because Merlin Reports reflect information that currently meets the report criteria, use Built In reports when you need reporting for a specific point or period in time.

Additional Resources