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List reports

Create a list report to display data in the form of an expandable list.

About this task

Lists are often used for enumerations like the number of new incidents, problems, or changes. They contain columns that show more detailed information, such as a short description, category, state, assigned to, or created.



  1. Navigate to Reports > Create New.
  2. Fill in the fields, as appropriate.
    Field Description
    Name Unique and descriptive name for your report.
    Description Click the information icon (The information icon) to enter more details on what the report does and its purpose.
    Data Specify the table or report source containing the data set that you want to include in the report. From the first choice list, select Table or Report source. Then select the specific table or predined from the second choice list.

    Select List.

    Alternatively, click the question mark icon (The question mark icon) to use the report type selector.

    Group by Field to report, from the selected table. Make sure that the name of the report reflects the selected field.

    Add or remove columns from the information that appears when you expand an item in the list. Select one or more fields and use the left and right arrows to move them in or out of the table.

    Depending on system configuration, you may be able to add fields from tables that extend the selected table. For more information, see How to access fields on extended tables.

    Add Filter Condition Create conditions for filtering data to include in the report. For example, to include only records with priorities of 2 – High and 1 – Critical, select [Priority] [less than] [3 – Moderate].
    Add "OR" Clause Select a second condition that must be met if the first condition is invalid. For example, select [Assignment Group] [is] [Database], to include records that are assigned to the Database group if the first condition is false.
    Add Sort Field Select fields to sort data by. For example, to sort results from lowest to highest priority, select [Priority] [z to a].
  3. Click Save or Insert.

Grouped list reports

Grouped list reports can display only the records in each group that are configured to appear in a normal list.

For example, if you have configured lists to display 100 records at a time, then each group in the report can show only the first 100 records, regardless of the number of records in that group. Paging is not available within groups, and you cannot access the remaining records without leaving the grouped list. To access all the records in a group, either increase the display size of the list or click the group header to return to a normal list for that group with paging enabled. List reports do not support the user preference to automatically expand grouped records.

Figure 1. Grouped list report

Create a list report with variable columns and rows

You can create a list report with variables columns based on a data source or table that has variables associated with it. For example, if an item has a variable called Storage, you can create a list report that has a column for the values in this variable.

Before you begin

Role required: itil, report_group, report_global, report_admin, or admin. To create a meaningful report, you must have the right to access the data you want to report on.


  1. Navigate to Reports > Create New.
  2. Give the report a name that reflects the information being grouped.
  3. Select a report source that has variables associated with it. By default this is the Requested Item table (sc_req_item) or any table that dot walks to it. There are two kinds of report sources:
    Data source A table with filters applied to provide a single source of information for all users.
    Table The raw data from a table with no filters applied.
    For list reports with variables, the report source is usually the service catalog table.
  4. From the Type drop-down list, select List.
  5. In the Group by field, specify the value by which to group the report. For example, in a request report grouped by State, requests are Open, Fulfilled, and Cancelled are placed in separate groups.
    Note: It is not possible to group or stack reports by the Tags field.
  6. From the list of available columns select the columns you want to display in the report.

    Variables [+] is at the bottom of the list of available columns.

    Depending on system configuration, you can add fields from tables that extend the selected table. For more information, see How to access fields on extended tables.

  7. Select Variables [+] and click the expand icon (expand icon) to choose an item.
    Select variables for a list report
    1. Select a Catalog item from the pop-up window.
      The variables associated with the item appear in the Available columns list.
      Variables in the Available columns list
    2. Move the selected variables to the Selected column.
  8. (Optional) To limit the information displayed in the report, click Add Filter Condition, Add "OR" Clause, or Add Sort Field and select conditions to filter the report data.
    For more details on how conditions are constructed, see Condition builder.
  9. Click Save.
    The report is generated.

What to do next

  • To enter a description of the report, click the Report info icon (Report info icon).
  • To share the report, click the down arrow next to Save. On this menu, you can set visibility and schedules, add the report to a dashboard, export the report to PDF, and publish the report to the web. See Share a report for more information.

Export a list report to Excel

You can export a list report to Excel in several ways.

  • You can export a list report as an Excel spreadsheet by right-clicking any column heading and selecting Export > Excel.
  • You can schedule a saved list report to be exported as an Excel spreadsheet by clicking Schedule and specifying Type as Excel Spreadsheet. Excel displays report duration values in milliseconds, rather than the x days y hours format.