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
Reports are bi-directional, this means that the information updated on a report will automatically update back to the underlying sheets and vice versa.
You can share reports with anyone who is also shared to the underlying sheets populating the report. If you do not want to share the underlying sheets to your audience, publish your report, or display it in a dashboard. This way you ensure your audience only sees the high-level information you want to display.
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 do not count against the sheet limit for your account.
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.
See Create a Portfolio View With a Sheet Summary Report for more on building a sheet summary report.
Build a row report
You can add rows from multiple sheets into one report with a row report. If you need to add multiple sheet summaries into one report create a sheet summary report.
Create a Row report
- On the left Menu bar, select Create (plus icon).
- Select Create new > Report.
- Type a name for your report and select Row Report.
- Select OK.
- Open the report and select your source sheets.
Configure the report
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 Displayed - 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. Only the data that meet your filtering criteria will be displayed in the report.
- Group - Organizes your data into categories which help you easily access the information you need.
- Summarize - Summarize your information by defining key metrics to help you make informed decisions.
- Sort - Arrange the information in a particular order: Oldest to Newest or Newest to Oldest.
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.
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.