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List reports

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List reports

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

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.

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.

Note: List reports display in List v2, even if List v3 is enabled.
Figure 1. List


  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 (Detailed description) 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 predefined source from the second choice list.

    Select List.

    Group by Select a field whose values will group data into expandable sections.

    Click the plus sign (Grey plus sign icon adds additional Group bys.) to add additional Group bys.

    Note: Make sure the name of the report reflects groupings.

    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 in a report.

    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. (Optional) Customize the number of list rows per page.
    The default number of list rows per page is 20.
  4. Click Save.

What to do next

Add reports to homepages or dashboards, publish to the internet, schedule email distribution of PDFs or URLs of published reports, and share reports with others. See Distribute reports.