Create a Portfolio View with a Sheet Summary Report

Applies to

Smartsheet

This Help Article Appears in the Following Learning Tracks

Aggregate your summary data across multiple sheets using sheet summary reports to create a portfolio-level view. Create a sheet summary report to:

  • Report on key summary fields across multiple sheets to get a high-level overview
  • Communicate portfolio summary and progress metrics in executive dashboards
  • Highlight portfolio level stats using charts and graphs on

Before you begin

  • Make sure that your summary fields are consistently named across all of your sheets. Even minor differences in character spacing and capitalization can cause summary information to be excluded from a report.
  • To prevent the appearance of duplicate columns in the report, make sure that you’re using the same column type across all summary fields used to collect the same kind of data.

Sheet Summary Report is not available for Premium Apps.


To create a portfolio view, you’ll need to create a sheet summary report and define what information is pulled into it.

Create your sheet summary report

  1. Select the plus icon (on the left panel) > Create > Report.
  2. Type a name for your report.
  3. Choose the Sheet Summary Report option.
  4. Select OK.

Define what is pulled into the report 

Once you create the report, you’ll need to step through the setup tabs in the upper toolbar

 

Use this tab

To do this

Source Sheets

Specify which sheets and their sheet summaries will be pulled into this report.

TIP: If you select a workspace, all sheets in that workspace will be in scope. The report will dynamically update the scope of the report as sheets are added and removed from the workspace. Keep in mind that selecting a folder will only add the sheets currently in the folder; the scope for folders is not dynamic.

Columns to Display

Select the summary fields you would like to show in this report.

Filter Criteria

Define parameters for summary information displayed in the report.

Group
Combine similar values into groups so rows can be organized into logical categories or classifications.
Summarize
Extract key information from your report, such as the Count of completed projects.

Sort

Define how summary information is sorted in the report.

Once you’ve configured each of the tabs, select Save to confirm your selections. Summary data that meets defined criteria will be displayed in the report.

For more information about how each of these configuration options works, see Build a Row Report with Report Builder.

Edit custom Sheet Summary fields

  1. Hover over the row you want to modify and select the down-arrow to the left of the row. Then, select Edit. Alternatively, you can right-click anywhere on the row to select Edit.
    Edit custom fields
  2. The Sheet Summary form will open if the source sheet has custom fields. Otherwise, you will see the message, "This sheet has no custom summary fields defined."
  3. Once you have completed your changes, choose Save to finish.