Create a list report in the Report Builder

List reports

List reports display data in the form of an expandable list. You can configure whether lists display expanded or collapsed. Lists are often used for enumerations such as the number of incidents or changes. They contain columns that show more detailed information, such as a short description, category, or state.

Note: List reports display in List v2, even if List v3 is enabled.
This list report displays incidents sorted by caller.
Figure 1. List report
List report - incidents by caller including description, category, priority, and state

Create a list report in the Report Builder

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 2. List
List

Procedure

  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 predined from the second choice list.
    Type

    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.
    Note: It is not possible to group or stack reports by the Tags field.
    Columns

    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 can 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.

Create a list report in the Report Builder 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.

Procedure

  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 or any table that dot walks to such a report source. By default the Requested Item table (sc_req_item is the only report source that has variables associated with it. There are two kinds of report sources:
    OptionDescription
    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 Canceled 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 3. 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 show 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) 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

  • Click the Report info icon (Report info icon) and add a description of the report.
  • Click the sharing icon (Sharing icon) to open the Sharing menu. On this menu, you can add the report to a dashboard, export the report to PDF, publish the report to the web, and set visibility and schedules. For more information, see Share a report – Report Designer.

Grouping records in list reports

Grouped list reports can display only the records in each group that are configured to appear in a normal list. You can group rows of information in list reports by specific fields. You cannot group list reports by service catalog variables.

For example, a list configured to display 100 records at a time 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:
  • Increase the display size of the list.
  • 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.

This figure shows a list of products grouped by manufacturer. By default, the sections of the report are collapsed. In this example, the items associated with Gateway are expanded.
Figure 4. Grouped list report
List grouped by manufacturer with one group expanded

Export a list report to Excel

You can export a list report to Excel from the list columns, or by scheduling it to be exported.

  • 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.