Resource Management advanced reporting

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

1. In the upper right corner of the report, select Share. 
2. Copy and paste the URL from the popup into a message to your team member(s). Your team can use this link to navigate to the report.

To delete a report, hover over the report name and then select the delete icon.

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 either a licensed user (Legacy Collaborator Model) or a Member (User Subscription Model) in Smartsheet.

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

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 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 can also use Pivot App with your data once it is Smartsheet.

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

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

Client & 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: hours & amounts
• Time frame: last month
• First group by: discipline
• Then group by: team member
• Show: project type: confirmed

First, calculate the total available hours. That's total working days for last month multiplied by the hours in each person's work day. Then calculate the total billable hours. Utilization is the percentage of total hours spent on billable work.

Individual project budget report

• View: time & fees
• Time frame: custom date range: project duration
• First group by: phase
• Then group by: team member
• Show: project’s name and client

Custom fields for people can add properties, including skills, certifications, managers, and organization structure, to profiles. 

For projects, custom fields can add business-specific criteria to your projects and specify properties such as Portfolio Editor, project priority, the likelihood of closing, business unit, project IDs, and location. 

Multiple custom fields can be added to projects and people. You can filter those fields on the schedule, project portfolio page, or reports.

When you integrate Resource Management with other business tools or systems, add custom fields using the same tags or identifiers used in your other tools.

Create custom fields

1. Open Account Settings.
   1. If you're working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
   2. If you work in standalone Resource Management, select Settings > Account Settings.
2. Select Project Custom Fields or People Custom Fields from the left navigation menu.
3. Select Add, and fill out the following information:
   • Field Name: The custom field's display name and filters.
   • Field Description: Describes how this custom field should be used (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 new projects or people will have pre-populated in this field. Select Apply default value to existing projects/people 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
     • A filter option throughout the account and a display option on people view in the schedule
     • Editable only by administrators (people custom fields only) 
4. Select Save to create your custom field. If applicable, the new field appears on all projects or people with the default values. 

Updates on custom fields

If you update a custom field, the update appears in all projects and people using the field.

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 that value attached to their settings, the option will still appear 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 

Filtering a custom field in reports allows you 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 apply multiple filters. You only see filters available in the data you have grouped.