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.
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.
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.
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.
Build a row report
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
There are two types of reports:
- Row report: Add rows from multiple sheets into one report
- Sheet summary report: Add multiple sheet summaries into one report
If you’re building a sheet summary report, read Create a Portfolio View With a Sheet Summary Report.
Create a Row report
- On the left Menu bar, select Solution Center .
- Then, click Create > Report.
- Create a Row report. You’ll find your new report in the sheets folder.
Configure the report
If you are working with large amounts of data, consider applying additional summary filters to the report when you configure it. Sheet name, Created (date), and Modified (date) can limit the data included and help your reports run more efficiently.
Use these tabs to set up the information you need to add in the report:
- Source Sheets - Select the sheets which have the data you need for your report.
- Columns to Display - From the source sheets, select columns you want to add to your report.
- Filter Criteria - Identify the data your report should pull from the source sheets.
The filter shows requests to be delivered via email.
- Group - Categories help you easily access the information you need.
- Summarize - Define key metrics to help you make informed decisions.
Similar to this example, you can summarize information according to their status.
- Sort - Arrange the information in a particular order.
Working with source sheets in reports
When you build your report, the first step is selecting your source sheets. On a new report, the source sheets selection window is open by default; if you're editing a report, select the sheet option from the navigation bar.
Sheets that you have created or that have been shared with you are available from this list. You can find sheets by scrolling or by typing into the source sheets search bar.
You must select at least one sheet, folder, or workspace from the sheet tab before the other options (Columns to Display, Filter Criteria, Group, Summarize, Sort) become available in the report builder.
Tips for working with source sheets in reports
- If you select a folder, new sheets added to that folder after you've selected it won't be included in your report. To include newly added sheets, remove the folder from the sheet tab then add it back. Use a workspace if you want your report to always include new sheets.
- Formatting (cell, font color, background color, bold text, and so on) in a report is based on the formatting in the source sheet.
- Row hierarchies from the source sheet aren't displayed in reports.
- Cells containing formulas can't be modified from a report; you must modify them in the source sheet.
- Pulling a lot of data into a report can increase load times. Add filters to your report to reduce the data and decrease load times. Learn more about report criteria.
Working with start and end dates in reports
You can't edit End Dates for rows in underlying sheets in the report because they are calculated automatically based on the dependency settings. Edit the Start Date and Duration in the source sheet to automatically recalculate the End Date.
You can't edit the Start Date of a task-driven by a predecessor from a report. You can instead change the Start Date or Duration of the predecessor task to automatically recalculate the dates associated with dependent tasks.