Report properties

Type a word or phrase that is a unique identifier for this report. It should be a value that makes it easy to understand the purpose of the report.

Example: All employees by start date.

Select a record type on which to base the data in this report. The Filter by and Group by fields are determined by the type of record selected.

In Survey reports, this field is called Survey. Select a survey from the drop-down list.

You can select to filter your report data by the properties of the selected record type. Not all properties of every record are available for selection.

Select a property from the drop-down list and enter or select a value for the filter. For example, for incidents, select the Location property and select the required locations from the drop-down list. Only incidents with one of the specified locations are included in the report data.

In an analytic report, if you select to filter by a date field, you can select a specific range or date for which to display data. You can select specified ranges in the past (for example: Past week, to display data from the past seven days, Today, Yesterday, Past month, and Past year) or in the future (for example: Tomorrow and Next week). You can also select a calendar date or date range (from date to date) for which to display data.

If the selected filter field is a record type, you can click By <record type> fields to select a field of the related record for the filter. You can select a maximum of three different related records for filtering by a related record field. (You can select more than three filters by related record field for the same related record.)

In an analytic report, if one of the related record filters is of type Incident, Request, or Service Level Target, no other related record filter of those types can be selected.

For more information about filtering, see Filters.

Group your report by the available properties of the selected record type. Click Add group and select a field from the drop-down list. Not all properties of every record are available for selection. You can select multiple groupings for the report.

The grouping selections are reflected in the report as follows:

• Grid report. Each grouping selection appears as a column in the grid report. The rows of the report reflect the combinations of the different groupings. The grid report can display up to 800 rows of data.

• Chart report. For a report with one grouping selection, each grouping appears as a pie slice or chart column or bar or line. For a report with two grouping selections, each grouping appears as a bar or column or line subsection.

If the selected grouping field is itself a record type, you can click +Related to select a field of the related record for the grouping. You can select a maximum of three different related records for groupings by a related record field. (You can select more than three groupings by related record field for the same related record.)

In an analytic report, when you select a grouping by a time field, you must select a property of the time field (by Days, by Weeks, by Months, by Hours, or by Years). The grouping values are calculated using UTC.

In an analytic report, if one of the related record groupings is of type Incident, Request, or Service Level Target, no other related record grouping of those types can be selected.

Click Add function and select a function from the drop-down list. You can add multiple functions to the report.

In a grid report, each function appears as a column in the grid.

In a chart report, the functions you add appear in the drop-down list for the Chart function field in the Chart tab.

For more information on the available functions, see Report guidelines.

Display results

Select the sorting and display options for your report:

• For Sort by and then by, select the primary and secondary sort criteria from the drop-down list. The list displays the selected groups and functions and the available columns. The primary sort (Sort by) is required. The secondary sort (and then by) is optional.

• Select the Display leading results only check box to display only the leading groups after sorting. This option is available only when a single grouping option that is not a time field was selected for the report.

  • Number of groups to display. Select the number of groups to display from the drop-down list.

  • Include other results as additional group. Select this check box to include an aggregation of all the remaining groups as an additional group (Other).

    Note This option is available only when:

    • the selected number of groups to display is less than 800.
    • the selected primary sort criteria is a Count or Percent function.
    • the selected primary sort criteria is the function selected in the Chart function field in the Chart tab.

The Columns section displays the additional columns of the grid report. The columns are defined according to the following rules:

• Every Group by option selected which is a record type is displayed. Click in the box to select fields of that record type to be displayed as additional columns.
• If no Group by options are selected, you can select fields of the report record type to be displayed as additional columns. This option is only available for operational reports and includes a grid report only.

Select this option to enable the Chart tab of the Report properties pane, where you define the chart view of the report.

Select this option to view this report as a widget in your dashboard. For more information, see Dashboard.

Click to view a preview of the report before saving it.

Select a function from the drop-down list. The list includes the available functions you selected in the General tab.

If you do not select a function, the first function in the list is used by default.

Select the chart type:

• If one Group by option was defined in the General tab, the available chart types are:

  • Pie

  • Bar

  • Column

  • Line

    This chart type is only available for analytic reports. The selected Group by option must be a time data field. For example, Closed time.

• If two Group by options were defined in the General tab, the available chart types are:

  • Grouped bar

  • Grouped column

  • Stacked bar

  • Stacked column

  • Grouped line

    This chart type is only available for analytic reports. All of the fields selected for the Group by option must be time data fields.

• If three or more Group by options were defined in the General tab, or if no Group by option and no function was defined, the report cannot be displayed as a chart (the Chart tab is disabled).

Enter the caption for the X-axis of the chart. If you do not enter a caption for the X-axis, the name of the first Group by selection is used for a column chart and the name of the function for a bar chart.

Enter the caption for the Y-axis of the chart. If you do not enter a caption for the Y-axis, the name of the function is used for a column chart and the name of the first Group by selection for a bar chart.

The frequency of report recalculation. Select a value from the drop-down list.

Select Public to make your report available to other users on this tenant.

Select Private if the report is for your use only.

The number of rows displayed in an operational report when no grouping option or function is selected. Select a value from the drop-down list.

For more information on reports with no grouping options or functions, see Create an operational raw data report.