Reports

Smartsheet reports allow you to easily work with real-time data from across multiple sheets in a single view. You can consolidate key tasks and milestones into an overview for stakeholders, or create different views for various initiatives. 

Reports are bi-directional, so information updated on a report will automatically update back to the underlying sheets and vice versa. You can build a row report from rows and columns on a sheet, or a sheet summary report from the sheet summary fields. 

Grouping and summary in reports provides quick and easy aggregation and calculation across data from multiple sheets.

Reports can easily be shared to anyone who is also shared to the underlying sheets populating the report. For more granular control, you can publish your report, or display it in a dashboard -- ensuring that your audience only sees the high-level information you want to display without requiring they be shared to the underlying data.

Build a Row Report with Report Builder

If you’re building a sheet summary report, see Create a Portfolio View With a Sheet Summary Report.

Step 1: Create the Report

You’ll create your report in the Report Builder. Here’s how to get started:

  1. Select the Menu icon (upper-left corner of the Smartsheet window) > Home.
  2. Select the Solution Center (plus) icon.
  3. In the left panel, select Create, and choose the Report tile.
  4. Enter a name for your report, select Row report and click OK.
    Name Your Report
    Your new report is created in the Sheets folder.

Step 2: Configure the Report

Build your report using the tabs across the upper toolbar.

Report Builder Toolbar

From the toolbar, you can configure the following:

  • Source Sheets
  • Columns to Display
  • Filter Criteria
  • Group
  • Summarize
  • Sort

 

Overview: Report Types

With a report, you can compile information from multiple sheets and show only items that meet the criteria you specify. You can consolidate key tasks and milestones into an overview for stakeholders, or create different views for various initiatives.

Similar to a sheet, a report can be sent, shared, and published. You can also edit, group, summarize, and sort data in a report. Note that a report is different from a sheet because no information is stored within it (instead, it displays information stored in sheets). Because of this difference, reports don't count against the sheet limit for your account.

Reports are bi-directional, so information updated on a report will automatically update back to the underlying sheets and vice versa. Use grouping and summary in reports for quick and easy aggregation and calculation across data from multiple sheets.

Reports can be shared with anyone who is also shared to the underlying sheets populating the report. Publish your report, or display it in a dashboard to ensure your audience only sees the high-level information you want to display—without requiring your audience is shared to the underlying data.

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.

See Build a Row Report with Report Builder to learn more. 

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 to surface key metrics based on report criteria.

Information can be combined into groups and summarized using functions to calculate totals on report columns. 

Reports can be added directly to a dashboard or visualized in a chart to communicate real-time progress to stakeholders.

See Create a Portfolio View With a Sheet Summary Report for more on building a sheet summary report.