How to Create Subtask Reports

Pull subtask records with status, assignees, due date, and parent job from the Subtasks tab in FieldPulse to track the smaller work tied to each job.

Who uses this: Admins have full reporting access, and Team Managers can be given it. Service Agents and Limited Agents do not have reporting access. Availability: All regions.

A subtask report is built from the Subtasks tab in raw data reporting, and it pulls subtask records — the title, the status, the assigned team members and teams, the due date, and the parent job — into one table you can filter, group, and export.

Overview

A subtask report is how you track the checklist-level work that sits under a job. A subtask is the secondary record type in FieldPulse — it can stand on its own, but it is usually attached under a job record to divide the work into a task list, so different team members can own and status each piece. See How to Use Subtasks for how subtasks are created and used. The subtask report is where you see those records together instead of opening one job at a time. Common subtask reports include status by team member and subtasks by job.

Building a subtask report follows the same path as every other raw data report — set a date range, choose the columns, set filters, then read the table. Subtask reporting is part of FieldPulse’s dashboards and reporting. For the parts of the reporting flow that are the same on every record type — groupings, saving a report, adding it to your dashboard, and exporting to CSV — see How to Use Raw Data Reporting.

Video walkthrough

Video walkthrough: Creating a subtask report from the date range through columns and filters

Before you begin

• Create the subtasks you want to report on. See How to Use Subtasks.

• Check that your role has reporting access. An Admin has full reporting access; a Team Manager needs Full Reporting access turned on.

Set the date range

1. Select Reporting under the Management tab in the left-side menu.

2. Select the Subtasks tab, then select Raw Data.

3. Select the calendar icon and choose the start date range you want to report on.

4. Select Load Data.

The calendar offers these presets:

Preset	Date range
Today	12:00 AM to the current time
Yesterday	The previous day, 12:00 AM to 11:59 PM
This Week	Monday through Sunday of the current week
Last Week	The previous week
Last 7 Days	The previous seven days, including today
This Month	The first of the current month to the current day
Last Month	The entire month before the current month
Last 30 Days	The previous 30 days, including today
Custom	Start and end dates you select on the calendar

Choose your columns

Select Columns to choose which subtask fields appear in the report table and the order they appear in.

The subtask report includes these columns by default:

Column	What it holds
Title	The subtask title
Status	The workflow status
Customer	The customer linked to the subtask
Created At	The date and time the subtask was created
Due Date	The date and time the subtask is due
Assigned Team Members	The users assigned to the subtask
Assigned Teams	The teams assigned to the subtask
Related Project	The project linked to the subtask
Parent Job	The job linked to the subtask

Customer columns

The Customer group adds customer-record fields to the subtask report:

Column	What it holds
Custom Fields	User-created fields related to the customer record
Customer Phone	The customer’s primary phone number
Customer Email	The customer’s primary email address
Customer Phone 2	The customer’s secondary phone number
Customer Email 2	The customer’s secondary email address
Customer Assigned To	The user assigned to the customer record
Customer Lead Source	The lead source
Customer Pipeline Status	The customer’s custom sales pipeline status
Customer Next Steps	The next steps listed on the custom sales pipeline
Customer Notes	Notes on the customer record
Customer Job Notes	Job notes on the customer record, which are inserted onto job records automatically
Customer Created Date	The date and time the customer was added to FieldPulse
Customer Tags	Tags attached to the customer record

Set your filters

Before running the report, set filters to narrow the results. Select the Filters icon, then choose how you want to filter the report.

Filter	How you filter
Title	Filter by contents
Status	Select the status
Customer	Filter by contents
Created At	Filter by date
Due Date	Filter by date
Assigned Team Members	Filter by contents
Assigned Teams	Filter by contents
Related Project	Select the project
Parent Job	Filter by contents
Customer Phone, Customer Phone 2	Select the phone number
Customer Email, Customer Email 2	Select the email address
Customer Assigned To	Filter by contents
Customer Lead Source	Select the lead source
Customer Pipeline Status	Select the status
Customer Next Steps	Filter by contents
Customer Notes	Filter by contents
Customer Job Notes	Filter by contents
Customer Created Date	Filter by contents
Customer Tags	Filter by contents

Filter operators

When you filter by contents, choose an operator and then enter the values to filter the data on.

Operator	Retrieves data	Example	Data retrieved
Equals	Equal to a specified value	Created By - Equals Tom Gause	For all records created by Tom Gause only
Not Equal	Different from a specified value	Tag - Not Equal to HVAC	For all records except those using the HVAC tag
Less Than	Lower than a specified value	#ID - Less than 1144	For all records below #1144
Less Than or Equal To	Lower than or equal to a specified value	Job Date/Time - Less than or equal to 12/13/2023	For jobs scheduled before or on 12/13/2023
Greater Than	Greater than a specified value	Job Duration - Greater than 60 minutes	For jobs in the In Progress status type for over 60 minutes
Greater Than or Equal To	Greater than or equal to a specified value	Job Date/Time - Greater than or equal to 1/1/2024	For jobs scheduled on or after 1/1/2024
In Range	Including and between two specified values	#ID - Between 1225 and 1236	For all estimate records with #IDs between 1225 and 1236
Starts With	Begins with a specified value	Title - Annual	For all job records beginning with Annual
Ends With	Ends with a specified value	Location - TX	For all job locations ending with TX
Blank	No values are in the field	Subtitle	For all job records with blank subtitles
Not Blank	Values in the field	Notes	For all job records with values in the notes field

Common subtask reports

These are the column and grouping combinations behind the subtask reports companies run most often.

Status by team member

Use this report to view each team member’s subtasks sorted by status. Customize the columns to your needs, but include Assigned Team Members and Status, and group by Team Member and Status.

Subtasks by job

Use this report to view all subtasks under each parent job. Customize the columns to your needs, but include Parent Job, and group by Parent Job.

Video walkthrough: Building the status by team member and subtasks by job reports

Tips

• The subtask report’s default columns cover ownership and dates — Assigned Team Members, Assigned Teams, Created At, and Due Date — so it answers what is outstanding and who owns it.

• Filter Due Date by date to pull the subtasks due inside a window, and keep the Status column to see where each one stands.

• Keep Parent Job and Related Project in the report to see which job or project each subtask belongs to.

• Add the Customer columns when you want customer detail — the lead source, pipeline status, notes, or tags — next to each subtask.

FAQs

Can I save a subtask report to use again?

Yes. Select Save as Report, then Save as New to store it under Select Report, or Save as Widget to add it to your Pulse Dashboard. See How to Use Raw Data Reporting for the full saving flow.

Can I export a subtask report to a spreadsheet?

Yes. Select Export CSV to download the report currently on your screen as a CSV file to your device.

Related articles

• How to Use Raw Data Reporting
• How to Use Subtasks
• How to Create Task Reports
• How to Create Job Reports
• How to Create Project Reports

Your subtask report is working when the table returns the subtasks you expected for the date range you selected, shows the status, assignee, due date, and parent job columns you chose, and narrows to the subtasks you care about once your filters are applied.