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 a single overview to share with stakeholders, or create several different customized views across 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 on a sheet. 

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 driving 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 needing to be shared to the underlying data.

Report on Data from Multiple Sheets

With a report, you can compile information from multiple sheets and show only items that meet the criteria you specify.

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 incomplete tasks across multiple sheets that are assigned to you and labeled as high priority.
  • 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 on multiple projects, or to highlight portfolio-level metrics in a dashboard. See Create a Portfolio View With a Sheet Summary Report for more on building a sheet summary report.

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.

 

Follow the step-by-step instructions to create a report.

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

 

Sort Your Report Results with Report Builder

The final tab in the upper setup toolbar is the Sort tab where you can define up to three fields to sort your report results by. Under Sort by, select the field that you want to sort the report by, then choose whether you want results to be sorted in Ascending or Descending order.

Sort report results

Select Sort by another column to add up to three sort criteria. For information about how different data types are sorted, see Sort Rows to Organize Your Data

Fields used in the Group tab cannot be used in the Sort tab. Instead, you can specify which order groups appear, and how groups are sorted, from within the Group tab. For more information, see Configure Grouping to Organize Results in Report Builder.

Keep the following Dropdown List sorting behavior in mind:

Dropdown List sorting behaves different in Reports and Sheets. When you sort a report, items will be sorted in ascending or descending order. Unlike sheets, if you sort on a column that is a Dropdown List type in the source sheet, items won’t sort based on the predetermined dropdown values in the column properties of the source sheet.

A report can pull from multiple sheets and will consolidate columns with the same name and column type. If the dropdown list columns have different values across sheets (for example: a,b,c,d in one sheet and 1,2,3,4 in another), the report is unable to determine which sort to honor in the consolidated column, so it sorts values as if they are in a Text/Number colum.

Configure Grouping to Organize Results in Report Builder

With Grouping, you can combine similar values into groups, so rows can be organized into logical categories or classifications. You can add up to three groups per report. In the example below, rows are grouped by the Urgent flag, then by the Status:

Configure Grouping

Select the Group tab to open the grouping settings, and choose the fields you’d like to group by:

Group Tab

For each field, control whether you want the groups to be sorted in ascending or descending order. Use the Collapse or Expand groups icons to control the default state of groups when the report is loaded or refreshed. You can expand or collapse specific groups by selecting the arrow next to a grouping label. To expand or collapse all rows, right-click the primary column to select Expand All or Collapse All.

Collapse or Expand

NOTES:

  • If your report has over 2,500 rows, grouping will automatically be collapsed. To expand the groups, ensure that the report has fewer than 2,500 rows that meet the report criteria.
  • When rows are grouped, the primary column will automatically be placed in the left-most position.
  • If you print or export the report, only the base rows will be captured. 

Only the base rows will be visible from a dashboard if the report is embedded through a Chart Widget or Report Widget. If you wish to see the grouping summary rows in your dashboard, publish the report and embed it using the Web Content Widget. See Widget Types for Smartsheet Dashboards for more information.

Summarize Content to Extract Key Information with Report Builder

With Summaries, you can quickly extract key information from your report in just a few clicks, using functions to calculate totals for the whole report and each grouping. In the example below, we see a Count of Row IDs or total requests, a Count of Urgent requests, and a Sum of Hours spent working on requests:

Calculate Summaries

Select the Summarize tab to open the Summary settings, and choose the fields you’d like to summarize. Once a field is chosen, choose how you’d like to summarize the field using the dropdown on the right.

Summarize Tab

The summary options for each field will vary based on the column type.

  • Symbol: Count
  • Text/Number: Sum, Count, Average, Min, Max
  • Date: First, Last, Count
  • Dropdown (Single Select): Sum, Count, Average, Min, Max
  • Contact: Count
  • Checkbox: Count
  • Autonumber/System: Count