Build Mailroom Reports in the Report Builder

Last updated: October 8, 2026

Build and save your own mailroom report in the admin Report Builder at Reports, so a list like "everything still waiting at the desk" can be re-run on demand instead of rebuilt every week. Package data lives in the Packages source, with the recipient's profile and the mailroom reachable through linked data.

Start from the Packages source

Click the control that starts a new report and pick Packages under Operations in the START WITH picker; the caption confirms "Every row will be one package".

The report builder's data picker with Packages listed under Operations

The left data panel lists the package fields: Package ID, Carrier, Tracking number, Mail type, Package status, Storage location, Shipped from, Checked in, Checked out and Cancelled at, each with its type (text, enum, date).

Add the recipient and the mailroom

The panel also holds linked sources. Under for recipient (marked N:1), tick Profile name to pull the recipient's name into the report; the rest of the resident's profile fields are there too. Search the panel for mailroom to find the Mailrooms link with Mailroom name. Tick the fields you want and they appear as column chips under Columns.

Filter to what is still waiting

Click Add filter. The New filter dialog offers Describe in plain English (type what you want and the assistant drafts it) and Build it myself, where you pick the field, the operator and the value. Two filters give the "still waiting" list:

  • Package status is Holding

  • Mailroom name is your desk's mailroom

Package status here is the saved status: mail that shows as Ageing on screen still reads Holding in a report, because Ageing is a display label, not a stored status.

Click Run to fetch the rows.

Save the report

Click Save in the toolbar. The Save Report dialog asks for a Name, an optional Description and Folder, and who can see the report (the Save Report dialog initially saves it as private; use the separate Share action to configure broader visibility).

The Save Report dialog with the name Maple Hall Mail Still Waiting (demo), folder Unfiled and the Save report button

The saved report appears in the report library for re-running. The All cycles selector at the top controls which housing cycles the report reads, and Export on the toolbar takes the results out as a file.

The report library listing Maple Hall Mail Still Waiting (demo) as Version 1, Unfiled and Private

Other ideas

  • Items per carrier this month: group by Carrier over a date range

  • Mail still waiting at each desk: filter on Package status, add Mailroom name

  • Days to pickup: compare Checked in and Checked out

Staff who logged or released an item, and item photos, are not in the report data.