Reporting

Reports are bidirectional, meaning the information in a report automatically updates the underlying sheets, and vice versa. 

You can send, share, and publish a report like a sheet. You can also edit, group, summarize, and sort the data in the report.

• You can also share reports with anyone who has been shared to the underlying sheets that populate the report.
• If you don’t want to share the underlying sheets with your audience, publish your report or display it in a dashboard. This way, you ensure your audience only sees the high-level information you want to display.

Reports don't store any information; they only display information stored in sheets. That’s why reports don’t count against the sheet limit for your plan.

Your report can source data from a maximum of 30,000 sheets.

There are two types of reports available: row reports and sheet summary reports. 

Row Reports

With row reports, you can aggregate row information from multiple sheets. For example, you can create a report to see all your high-priority incomplete tasks pulled from multiple sheets.

Sheet Summary Reports

With sheet summary reports, you can display summary data from multiple sheets. Sheet summary reports are a great way to get a high-level overview of multiple projects or to highlight portfolio-level metrics in a dashboard.

These reports aggregate sheet summary fields from one or more sheets into a single report, surfacing key metrics based on report criteria.

With a row report, you can:

• Create filters for relevant information in a sheet.
• Restrict users to editing only the important columns or rows.
• Combine information from multiple sheets into a single report.

You can add rows from multiple sheets into a single report using a row report. If you need to add multiple sheet summaries into one report, create a sheet summary report. 

Create a row report

1. Select the +Create icon on the left navigation bar.
2. Select Report.

3. Then select the Row Report option.

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Learn how to add a new report in an existing workspace. 

Configure the report

If you 're working with large amounts of data, consider applying additional summary filters to the report during configuration. Sheet name, Created (date), and Modified (date) can limit the data included and help your reports run more efficiently. 

Source sheets

Source sheets are the sheets you want to pull in data from for the row report. You can select a report’s source sheets individually or by selecting their workspaces.

You can have up to 30,000 source sheets for the report. You cannot use reports as source sheets for other reports. 

All sheets in a selected workspace are source sheets. Any sheets added to the workspace become source sheets.

If you unselect any sheet from a selected workspace, Smartsheet unselects the workspace, and new sheets added to the workspace don’t automatically become source sheets.

Columns displayed

In the columns displayed dropdown, select the columns from your source sheets that you want to add to your report. You can have up to 400 columns selected. 

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Filter criteria

Set filter criteria to filter the data that gets pulled into your report from the source sheets. Only the data that meets your filtering criteria is displayed in the report. 

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Group

Organize your data into groups that make it easy for you to access the information you need. 

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Summarize

Summarize your data by defining key metrics to inform your decisions. Summary data is always displayed in the grouping row and cannot be formatted differently. 

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Sort

Sort the data in each group in a particular order: Oldest to Newest or Newest to Oldest. 

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Prerequisites

To create a portfolio view, you need:

1. Your source sheets. The information in each sheet summary is the information you can pull into the report. 
2. A sheet summary report. 

Create your sheet summary report

1. On the left Menu bar, select Create (plus icon).

2. Scroll down to the bottom of the page and select Report > Sheet Summary Report.

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Your new report opens, and you can start editing it.

Define what you want to see in the report

On the report toolbar, you can use the tools described in the table below to define what and how you want to see it in the report.

Your first step is to select your source sheets. Then, choose what columns you want to display.

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After that, you can use the Filter Criteria, Group, Summarize, and Sort tools to organize the information how you want to see it. 

Edit custom sheet summary fields from the report 

You can edit the fields in your portfolio view report right in the report; you don't need to go back to the summary field in the underlying sheet to make changes.  

1. Select the Kebab 
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    menu in the left side cell of the row you want to modify.
2. Select Edit. The Edit form opens if the source sheet contains custom fields. Otherwise, you see the message: This sheet has no custom summary fields defined.
3. Enter your changes and select Save.

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Keep the following in mind  

• Ensure all your field names are consistent across sheets. 

• Use the same field type across all summary fields used to collect the same data type. For example, if you are aggregating budget information, ensure that all columns in all included sheets are formatted as currency. If you use different field types, such as currency and numeric, the system creates a column for each field type.

  The Sheet Summary Report isn't available for Premium Apps. For example, you can't use a Sheet Summary type of Report as a source for your Dynamic View.