Use and edit reports in Resource Management

Approval filters in reports

Use approval-based filters to view time entries based on their associated approver or approval status. For example, use a time and fees report grouped by team member and filtered by approval status to see any unsubmitted hours for each team member across the organization.

• Approved by: You can filter the time that specific people have approved.
• Approval status: You can filter the time entries that appear in your report by selecting approved, pending approval, or unsubmitted time.

You can also group report data by approval status and by approver.

If you have a Business or Enterprise Smartsheet plan and use Smartsheet authentication, you can analyze and share the data from your reports in Smartsheet. See Advanced reports for details.

Report data can be exported in two ways, via the Export menu or via Request Underlying Data.

Via the Export menu:

1. Create your report
2. In the upper-right corner of the report, select Export. 
3. Select a format for your file. 

Via email:

Emailed CSV links are not subject to Resource Management's report size limit so they are an excellent way to export large datasets for advanced analysis in other tools.

Request Underlying Data is not available for utilization reports. 

1. Create your report.
2. Next to Run Report, select Request Underlying Data.

When the CSV is ready, you will receive an email notification (including a link to download the CSV file) at the email address associated with your Resource Management account. Depending on the report scope and system load, it may take up to 24 hours to receive the email.

Selecting Export the underlying data report gives you a report that contains all the attributes related to people, projects, and assignments. Selecting Export this report to CSV gives you a CSV with the same data shown in Resource Management.

When you export a summary report CSV, the order of the columns could change, and any filters applied will show up in the CSV as well. 

Advanced reports

If your organization has a Business or Enterprise Smartsheet plan and uses Smartsheet authentication, then you can further analyze and share the data from your reports in Smartsheet by creating advanced reports. Advanced reports allow you to keep your data in the Smartsheet ecosystem to run advanced analyses and manipulate data. With your reporting data in Smartsheet, you can use Bridge, Data Shuttle, Data Mesh, and more of Smartsheet’s advanced capabilities.

If you have a Business or Enterprise Smartsheet plan and use Smartsheet authentication, then you can create advanced reports to further analyze and share the data in Smartsheet. You can also use Pivot App with your data once it's in Smartsheet.

First, create your report, then export the data as a .csv file.

Export your data

1. With the report open, in the top-right, select Export > Export Underlying Data as CSV.
2. Download the file from Resource Management and save it where you can find it.

Reports to consider using for pivot tables

Here are a few handy reports that will give you good information when you build a pivot table with the resulting data.

Client and project budget overview

• View: Budget > Amounts
• Time Frame: Last and Next 90 Days
• First group by: Client
• Then group by: Project
• Show: Project Type > Confirmed

Last month’s billable utilization

• View: Time & Fees > Amounts & Hours
• Time Frame: Last Month
• First group by: Discipline
• Then group by: Team Member
• Show: Project Type > Confirmed

Utilization is the percentage of total hours spent on billable work.

1. Calculate the total available hours, the total working days for last month multiplied by the hours in each person's workday. 
2. Calculate the total billable hours. 
3. Calculate the percentage.

Individual project budget report

• View: Time & Fees
• Time Frame: Custom Date Range
  • Start Date: First day of the project
  • End Date: Last day of the project
• First group by: Phase
• Then group by: Team Member
• Show: 
  • Project: Project name
  • Client: Client name

You can use custom fields for people or projects.

• People: Add properties, including skills, certifications, managers, and organization structure

• Projects: Add business-specific criteria to specify properties such as Portfolio Editor, project priority, the likelihood of closing, business unit, project IDs, and location

You can add multiple custom fields to projects and people and use them as filters on the schedule, project portfolio page, or reports.

When integrating Resource Management with other business tools or systems, use the same tags or identifiers as custom fields.

Create a custom field

1. Open Account Settings.
   1. In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings.
   2. In standalone Resource Management, select Settings > Account Settings.
2. On the left, select Project Custom Fields or People Custom Fields.
3. Select Add, and enter the following information:
   • Field Name: The custom field's display name and filters
   • Field Description: Instructions for this custom field (optional)
   • Field Type: Select Text Field, Drop Down Menu, or Multiple Choice Drop Down Menu. The drop-down menu and multiple-choice drop-down menu allow you to specify the options that will appear.
   • Default Value: The value that pre-populates in this field for new projects or people. Select Apply default value to existing users/projects to have this value populate existing assignments.
   • How is this field used?: Determine whether you want this value:
     • Visible on the project or personal page
     • Available as a filter option throughout the account and a display option on the people view in the schedule
     • Only edited by administrators (only for people custom fields) 

4. Select Save to create the custom field. 

   The new field appears on all projects or people with the default values if applicable. 

Update a custom field

You can update a custom field at any time. Select the custom field, make changes, and save them. The update appears in all projects and people using the field.

However, if you remove a custom field, the project or person retains that value within their setting. As long as at least one project or person has a value attached to their settings, the option still appears in the schedule's filtering options and reports.

Resourcing Admins and Portfolio Editors can edit custom fields in the project or profile settings, as applicable.

Filter by custom fields 

You can use a custom field as a filter in reports to show specific items in a data set. 

For example, you can filter on high-priority projects or projects belonging to a particular Portfolio Editor. You can also apply both filters to show only high-priority projects belonging to that Portfolio Editor. 

You only see filters available in the data you have grouped.

Only those with a valid Resource Management login and the appropriate permission level can view shared reports.

1. Open the report you want to share.
2. In the upper-right corner of the report, select Share. 
3. Select Copy, then paste the URL into a message to your team members. Your team can use this link to navigate to the report.

To delete a report, hover over the report name, select the three-dot menu, and then select Delete report.

Advanced reports

If your organization has a Business or Enterprise Smartsheet plan and uses Smartsheet authentication, then you can further analyze and share the data from your reports in Smartsheet by creating advanced reports. You must also be a Member (licensed Smartsheet user in the legacy model).

You can share the associated Smartsheet sheets, reports, dashboards, or workspaces with the necessary collaborators, including users on your Smartsheet plan who don't have a Resource Management license.