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Create a list report with variable columns and rows

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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.
    Click the plus icon to specify one or more Additional group by fields. When you select Additional group by fields, a control is added to the bottom of the report that groups the report by any one of the additional fields.
    Figure 1. Additional group by icon
    Icon to specify Additional group by fields
    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 in a report.

  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) Configure the sort order of the applicable fields in the report (column, row, Group by, Stack by or Trend by depending on the report type). Click the filter icon (filter icon) and select Add Sort.
    1. In the Sorting Order drop-down list, choose the field you want to sort on and then choose a-z or z-a for alphabetical order or reverse alphabetical order.

      The list contains all possible fields from the report's source. The only effective values, however, are the fields chosen for the current report (column, row, Group by, Stack by, or Trend by depending on the report type). Add sort cannot be applied to dot-walked fields.

    2. Select Add Sort to configure additional sorting order conditions. (Click the Add sort 'X' icon next to a sorting condition to delete configured sorting order conditions.)
    3. Click Save.
    For fields of the type Choice list, the sort order is determined by the sequence of the choices in the choice list, not alphabetically or numerically. For example, a priority choice list is often indexed from Critical to Planning as shown in the figure below. Report sorted by priority choice list
  9. (Optional) To limit the information displayed in the report, click Add Filter Condition, or Add "OR" Clause, and select conditions to filter the report data.
    For more details on how conditions are constructed, see Condition builder.
  10. Click Save.
    The report is generated.

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.
Note: The default number of rows in a list report exported to PDF is 1000. To configure this value, enter sys_properties.list in the Filter Navigator, and edit the property glide.pdf.max_rows. For more information, see: Add a system property .