Group data to organize results in report builder

You can group your data to combine similar values; this way, rows are organized into logical categories.

Who can use this?

Plans:

  • Smartsheet
  • Business
  • Enterprise

To group rows in a report

  1. On the toolbar, select Group. 
  2. Select the column name you want to group your data by. 
  3. Sort your groups in ascending or descending order.
  4. Add another group, if necessary.  You can add up to three groups per report.
  5. Optional: Control the default state of the groups when you load or refresh your report. 
    • Collapse: Hide rows when you load or refresh your report
    • Expand: Show rows when you load or refresh your report
  6. Select OK.
Options for grouping

You cannot use Dropdown (Multi-Select), Contact List, or any column type to select multiple values for groupings. 

Tips and tricks

  • To expand or collapse a specific group, select the expander arrow next to its label. 
  • To expand or collapse all rows, right-click the primary column.
  • To expand the groups when you load a report, ensure it contains fewer than 2,500 rows that meet the report criteria. Smartsheet automatically collapses groups if your report has more than 2,500 rows. 
  • The primary column automatically moves to the far left when you group rows. 
  • You can't see the group you set up if you print or export the report. Only the rows are visible in the file you printed or exported.
  • When a report is grouped or sorted by sheet name and the source sheet is renamed, the report group header reflects the new sheet name only after the sheet is updated and saved. Otherwise, the group header continues to display the previous sheet name.