About dynamic report scope

If you'd like to create reports that include specific template sheets from provisioned projects, use Portfolio reports. You must be a Program Lead or Additional Lead on a Business or Enterprise plan. You can choose to include active projects, archived projects, or both in your reports.

Learn more about how portfolio reports work. 

Create a dynamic report scope

Dynamic report scope includes the specified templates in all active projects you've already created and will create later.

Dynamic report scopes are only available for accounts under Smartsheet Gov.

Before configuring dynamic report scope, you need to create the portfolio reports you want to update. Dynamic report scope only works for existing reports. You can't create new ones from within this workflow.

Your report should be a single, portfolio-level report across all projects. The report can't be part of a blueprint. A portfolio report could include My Tasks, Unassigned Tasks, or Engineering Tasks. 

Once you've created your report, use the following steps to configure dynamic report scope:

1. In Control Center, select the program to update, select Manage Program, and edit the blueprint you want to work with.
2. Navigate through the blueprint builder to the Blueprint Components screen and turn on the Dynamic report scope toggle.
3. Navigate through the blueprint builder to the Dynamic report scope settings page.
4. Use Search to find and select the report you want to change.

Select Refresh if you don't see a newly created report.

When adding reports, keep the following in mind:

• You can add up to 50 reports. Select + Add Report to add a configuration.
• Select x Remove report to remove a configuration.
• Use portfolio-level reports only. Don't use reports that are in the blueprint source folder and function as a template.
• The names of your dynamic report scope and your report templates should never be the same.
• If your report doesn't exist, create it in the portfolio-level workspace before using dynamic report scope.

Dynamic report scope should live in the same workspace as your templates, but it shouldn’t live within a folder in the templates folder.

5. Select the template sheets that you want to include from each project.
6. Navigate through the blueprint builder to the last screen to save your changes. If you exit the blueprint builder before selecting Save, you lose your changes.

If you remove dynamic report scope, you can't archive or delete any projects tied to it until you've disabled it completely or enabled it again. If you delete dynamic report scope, you need to disable it to archive or delete the projects.

Once you've created your dynamic report scope, your portfolio-level reports update automatically when you provision, archive, or delete a project. If you already provisioned a project before setting up dynamic report scope, add it the next time you provision, archive, or delete it.

Things to consider when using dynamic report scope

• Create a unique report for each blueprint, or the report data gets overwritten with the latest provisioned project's data.
• When using dynamic report scope, any manual changes you make to the target report's criteria get overwritten when you update your dynamic reports.
• After you provision, archive, or delete a project, it can take up to two minutes for your changes to propagate to your reports.
• The dynamic report scope is limited to 20,000 sheets per report. If your selection exceeds this limit, consider using multiple reports.
   

Edit a dynamic report scope

To adjust the templates included or add/remove reports in your dynamic report scope settings, follow these steps:

1. Open the program where you’re making changes.
2. Select Manage Program and then the blueprint where you’re making changes.
3. Navigate to the Dynamic report scope settings page in the blueprint builder, make your changes, and save them.

Changes are applied the next time you provision, archive, or delete projects.

Repair a dynamic report 

Use the Update Reporting tool to update the dynamic report to reflect the latest settings or to ensure that it includes all the latest projects.

To update your reporting:

1. Log in to Control Center and open the program that contains the project needing updates.
2. Hover over the project and select the pencil icon on the far right of the project row.
3. Select Update Reporting.

You can only update one project at a time. Use Global Updates Reporting to update multiple projects or if you added a new dynamic report scope.

Remove projects from dynamic report scope

To remove a project from your dynamic report scope, you can configure an option to remove projects using an Archiving workflow. 

• Select the program that stores the projecs you want to archive
• Select Manage Program > Archiving
• Create a new Archive workflow with the New Archive button or edit an existing one.
• Navigate through to the Project Filters and Actions section.
• Check the box for Remove project sheet(s) from Dynamic Report.

If you remove dynamic report scope, you can't archive or delete any projects tied to it until you've disabled it completely or enabled it again. If you delete dynamic report scope, you need to disable it to archive or delete the projects.

Any projects that you’ve deleted in Control Center no longer appear as part of dynamic reports.

Portfolio reports

With portfolio reports, you can access a list of your Control Center programs and select specific template sheets from each project blueprint to create your reports.

Create a new report and select the Report scope button to create sheet-based or portfolio-based reports.

You can include active projects, archived projects, or both.

Learn more about how to create a program report.

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