Overview
Once Assignments are flowing, you'll want the bigger picture: how much work is open, what's overdue, who is carrying the load and what got done. This article covers the Assignments list, exporting to Excel and PDF, and the dashboard widgets, email reports and API you can use for Assignment reporting.
At a glance |
|
Who can do this | Anyone. You only see and export Assignments you have access to — see below |
Where | Assignments in the Backend; dashboards; Notification Rules for email reports |
Works on | Backend (web), Public API |
Availability | All organizations |
💡 Why this matters: Assignment data is an operational health signal. Tracking open, overdue and resolved work by Location and category turns a working list into evidence you can act on and share with leadership.
Ways to report on Assignments
Method | Best for |
Assignments list | Finding and reviewing specific work — overdue, one team's, resolved last week |
Excel or PDF export | Analysis in a spreadsheet, or a record to share outside Mobaro |
Dashboard widgets | Live lists and counts: Assignments widget, Assignments by Assignee widget, Assignments by Category Widget and Assignments in Period by Location Widget |
Email reports | Scheduled emails: Work Forecast for upcoming work per person, Summary Reports for counts of created and resolved Assignments |
Public API | Feeding another system — see Getting started with the Mobaro API and scheduled exports with Power Automate |
Everything respects access. Super Users see every Assignment. Other users only see Assignments at Locations they're members of: all of them with a Role that has Assignments › View, otherwise only those they're assigned to, created or subscribed to. Two people can therefore get different numbers from the same filters.
Filter the Assignments list
1. Open Assignments
In the Backend, go to Assignments. The list shows Open Assignments — Created or Started — newest first, 20 to a page.
2. Apply filters
Use the buttons after Filters. They combine, so an Assignment must match all of them:
Status: Open, Created, Started, Finished or All. With Assignment Definitions, you can also filter by definition state.
Assignee: Assigned To or Created By specific Users or User Groups, or Unassigned.
Priority: only High priority and Critical for operation Assignments.
Locations or Location Groups, Assets, Assignment Categories (including uncategorized), and the Checklist or Question an Assignment came from.
Origin: Checklist, Downtime, Note or Manually created.
Created and Deadline time ranges — for deadlines, for example Today, Before Today or This week.
Show deleted lists deleted Assignments.
3. Choose columns and sort
Click Setup visible columns to add columns such as Deadline, Categories, Resolved, Resolved By and Resolution. Click a column header — for example Created, Deadline or Resolved — to sort by it. A deadline before today is shown in red, even on a finished Assignment.
Export Assignments
1. Narrow the list
Filter the list, or tick the Assignments you want. You can select up to 300.
2. Run the export
Click Export and choose:
Export filtered assignments to Excel — every Assignment matching your filters, not just the current page. With Assignments selected, it reads Export selected assignments to Excel.
Export selected assignments as PDF — a report of the selected Assignments.
The Excel file has one row per Assignment, with its Location, priority, categories, definition and state, status, start, deadline, assignees, Asset, origin (with a link to the Result), resolution, who resolved it and when, creator, and deletion details. Dates use your browser's time zone. Comments and the activity feed aren't included.
⚠️ Heads-up: The Excel export of a filtered list ignores the search box and the Asset and Origin filters, so it can contain more rows than you see. To export exactly what's on screen, select the Assignments and use Export selected assignments to Excel.
Example: a weekly overdue review
Scenario: an operations manager reviews every overdue Assignment each Monday.
Setup: in Assignments, set Status to Open and Deadline to Before Today, and sort by Deadline. A dashboard has an Assignments widget with the same filters for day-to-day checks.
Result: the manager sees the oldest overdue work first, exports the list to Excel and sends it to team leads.
Best practices
Standardise on a few filters, such as Status and category, so exports are comparable week to week.
Add Resolved, Resolved By and Resolution columns when reviewing finished work.
Give each team a dashboard widget filtered to its own Locations or User Group.
Use a Work Forecast email so people see upcoming deadlines without opening Mobaro.
Frequently asked questions
Where do I find completed or resolved assignments?
In the Backend, go to Assignments and set Status to Finished, then add the Resolved, Resolved By and Resolution columns. For the mobile app, see Why do I see different assignments on the Backend vs. the mobile app?.
How do I export assignments for one person, location or downtime?
Filter the list by Assignee or by Location, then click Export › Export filtered assignments to Excel. For downtime Assignments, set Origin to Downtime, select the rows and use Export selected assignments to Excel.
How do I see overdue assignments?
Set Status to Open and the Deadline filter to Before Today, then sort by Deadline. On a dashboard, use the Assignments widget with the same filters.
Why is the deadline red even though the assignment was resolved on time?
Red only means the deadline date is before today. The list doesn't check whether the Assignment was finished in time — compare Deadline with the Resolved column.
Can I download a closed assignment as a PDF?
Yes. Select it in Assignments — set Status to Finished or All first — then click Export › Export selected assignments as PDF.