This topic describes how to use the Report Designer to configure List reports, including how to:
An example end-to-end list report is included at the end of this topic.
The mechanics of creating a new report definition are the same across report types. See Creating, Editing, Deleting Reports (Beta). In addition, for any report type you'll also need to configure the Scope & Filters tab, and the Team tab. These are also standard across report types. Before you read on it's also a good idea to read the section "Understanding the Field Path," which describes how to find the fields you want to include in your reports.
This topic focuses on report configuration that takes place on the Data and the Display tabs; the Data tab is where you add fields to your report, and the Display tab is where you configure how you want the data displayed. These tabs vary by report type. For example, some report types require a set of fields that are grouped into one bucket (List report), while other reports types have multiple buckets into which fields are added - each bucket might correspond to an axis (Bar chart), for example, or a value (Crosstab). Another place where these tabs vary by report type is that List, Crosstab, and Gantt report types also use the Preview Pane to configure certain report visualization elements. Using the Preview Pane for data formatting is described in the topics for those report type. However, don't forget that the Preview Pane displays sample data with real-time updates for ALL reports types - this is hugely useful and supports a very satisfying trial and error approach to building reports.
If you wish to learn how to build a different type of report, click on the appropriate link below:
To configure list reports, you simply select one or more fields to include in your report. You can easily report on an entity and properties directly on the entity, as well as child/related entities and properties on those. After you select your fields, you can optionally format them, as well as group and sort the fields.
Create the Report
As for any report type, start by doing the following.
- Navigate to Reports and click the New button. The report designer opens. (Remember you must have permission to create reports in order to see the New button.)
- In the General tab, select a Topic, and Type, and enter a Title.
- Click the Data tab, and here we go:
Adding Fields to a List Report
The screenshot below show the Data tab for a project report (the Topic is "Project", which is the root of the field path). The Available Fields section lists all the common project fields that are reportable (the (Common) folder is selected - notice that you are only one step down the field path. Choose the fields you want to include in your report by double-clicking a field to move it automatically to the List Fields section below, or by selecting the field(s) and clicking the right arrow next to the List Fields section below. As soon as you add fields to the report definition, the Preview Pane renders the report using sample data. See the Preview Area for more information.)
|Select 3 fields:
||Move selected fields to the List Fields section:
You can choose fields that are further down the field path - select those field from the entities listed below the Common and All folders, as shown below.
Selected fields will display in the List Fields panel along with the path depicting how they got there - for example Tasks > Duration.
Example: 3 steps down the path.
Still starting with the Project topic, pick "Tasks" from the next menu, and then pick Duration. You can see the path in the List Fields area.
Example: 4 steps down the path.
Still starting with the Project topic, pick "Tasks" from the next menu, and then pick Created By, and then pick Name: Last, First. You can see the path in the List Fields area.
Note that in List reports, the column heading labels will appear as a path, just as they do in the List Fields area. You can edit the column heading right in the Preview Pane to remove the path "<" symbol if you want to. Please see Understanding the Field Path to understand how to derive the data you want for your report.
Formatting the Report
You configure list report data right in the Preview pane. Once you add some fields to your list report definition and save, the report Preview pane will be visible from any tab (General, Data, Display, Scope & Filters, Team). You can enter a Container Title for a list report on the Display tab, but all other configuration takes place in the Preview pane.
You can choose columns to display, drag columns to reorder and resize them, choose sort fields (up to 3), as well as configure specific settings to control max/min width, data wrapping, sorting, and alignment. In addition, there is an extensive menu of date formats, and the option to show/surpress decimals for float fields.
The configuration controls are located in the column header menu. Hover your cursor over the down arrow and click to display the menu, as shown below:
|Column Header Menu||Setting||Description|
Choose the sort column and sort order by clicking on the menu icon of the column you want to designate as a sort column and choosing Ascending or Descending. A numeric indicator in the column header tells you which columns are in use for sorting and in what position - 1, 2, or 3. Up to 3 columns can be sort fields. (See screenshots to the left.)
Ordering a multi-column sort can be a little tricky - you need to select your tertiary and secondary sort fields (if using them) before you select your primary sort field (the last column you click will be your primary sort field). If you want to change the primary sort field you'll need to start from the 2nd or 3rd column and work toward your left. Or, if you want to remove a field from the sort order altogether, remove the field from the report and then put it back on.
Note: Sorting by lookup list fields uses the sequence number of the list item - in other words, the sort goes in the order of the items in the list, and not alphanumerically. This was the default behavior in legacy requests; other sort options, such as alphanumerically, coming in later releases. Text and string fields are sorted by field value.
Click the Show Columns menu icon to display a submenu that lists all the available columns defined for the report. Enable the checkbox next to any column you wish to appear in the list report.
If you want to add/delete columns, go to the Data tab and add or remove fields.
|Change Display Name||
You can double-click into a column heading and edit its label, or you can select Change Display Name to explicitly make the column label editable, then delete or type over the existing name. This is what a header looks like after you double-click it or choose Change Display Name:
Change Width or Wrapping
You can drag fields to resize them or you can impose limits on how a column can be resized and how wide the column can be, as well as whether or not the column data should be wrapped.
Column Width settings:
Column data wrapping settings:
Justify column field data Left, Center, or Right.
|Align Vertically||Align column field data vertically Top, Middle, or Bottom|
Display Data As
Lookup lists can be assigned a color and/or an icon for each a list value. When using a lookup list in a report that is configured to use color/icon, you can choose the visual treatment to apply to the list field value by configuring the "Display Data As" setting. Note that Pie charts and Column charts automatically use any lookup list color assignment.
The Display Data As options are shown below, along with an example of each:
|Export Data/Color As||
If you plan to export a report that makes you of list values that render color and/or icons, lets you specify how to treat the value/color when exporting. Options are (see Display Data As, above, for examples):
Grouping and Sorting
Example List Report
List report on project Topic and direct attributes on the project:
List report on project Topic that includes indirect objects and attributes