Create a multilevel pivot report in the Report Designer

Multilevel pivot tables

Multilevel pivot tables display aggregate data broken down by multiple dimensions in a single table. They display separate cells for each row and column value combination, as well as a column subtotal for each first-level row. Aggregate information is presented in the top left of the chart.

You can also create multilevel pivot tables with columns and rows containing variables. See Use service catalog variables in a report – Report Designer.

You can expand and collapse rows in the table to show the chart details, or only the subtotals. The top row of a multilevel pivot report is always visible.

Note: Some row configurations prevent the chart from displaying subtotal information, such as when a string column has the same text value but with different character cases.
Figure 1. Multilevel pivot with subtotals and expanded rows
A multilevel pivot table with subtotals and expanded rows

Create a multilevel pivot report in the Report Designer

Create a multilevel pivot report to display aggregate data broken down by multiple metrics in a single table.

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

This task refers to the Jakarta release under UI15 and UI16. If you are using an earlier UI or the Classic UI for creating reports, follow the instructions in the Helsinki documentation instead: Report types and creation details.

Procedure

  1. Navigate to Reports > Create New.
  2. On the Data tab, give the report a name that reflects the information being grouped.
  3. Select the source for the report:
    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.
    External import Choose an existing imported report source, or click the Upload icon (Upload icon) to import a new file. See Create a report from an imported Microsoft Excel document
  4. Click Next.
  5. On the Type tab, select Multi-level pivot table in the Multidimensional reports section and click Next.

    A preliminary version of the report is displayed. To view the updated report at any time, click Run.

  6. On the Configure tab, fill in the following fields and click Next.
    Table 1. Configure tab
    Field Description
    Select columns One or more fields to use as chart columns. The chart displays data broken down by a combination of row and column values. You can select up to three columns.
    Note: It is not possible to group by the Tags field.
    Select rows One or more fields to use as chart rows. The chart displays data broken down by a combination of row and column values. You can select up to five rows.
    Note: The Tags field is not supported for multilevel pivot reports.
    Aggregation Mathematical calculation to perform on the data. The default is Count, which displays the number of records selected.

    To display only unique records, select Count Distinct. For example, if you want a report on the distinct number of users who have one or more of the roles in a given list of roles. Users with more than one role would be counted twice unless you use Count Distinct.

    Select Average, Sum, or Count Distinct, to display a list of fields from the selected Table. Select a field to aggregate by from this list. For example, if you select a duration field, such as Business duration on the Incident table, the aggregated data is expressed in days, hours, and minutes. If you select an integer field, such as Priority, the data is expressed as a decimal value number.

    If you choose Sum or Average, select Show related fields to aggregate on dot-walked fields. See Dot-walking

    Note: For duration values, the unit of measurement displayed in the aggregation axis cannot be customized.
    Max number of groups Maximum number of groups to display in the report. Groups with highest values are included first. Any excluded groups are combined into the single group Other.

    If you select Show all, all groups up to a limit of 50 are displayed. The rest of the results are grouped as Other. If you select Remove Other, the Other group is hidden.

    Show Other Check box to include the Other group in the report. The Other group contains data for all groups that exceed the number specified in Max number of groups.
  7. (Optional) Select Default expanded to display the report with the rows expanded. Otherwise, the report will display with all rows collapsed.
    Figure 2. Multilevel pivot report with collapsed and expanded rows
    Multilevel pivot report with collapsed and expanded rows
  8. (Optional) Check Display row lines and Display column lines to show the lines that separate the cells in the report.
    Multilevel pivot report with row and column lines
  9. Configure the sort order of column and row fields in the report. 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 column and row fields chosen for the current report.

    2. Click Add sort plus icon to configure additional sorting order conditions. (Click Add sort minus icon 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
  10. (Optional) To limit the information displayed in the report, click the filter icon (filter icon) and select conditions to filter the report data.
    For more details on how conditions are constructed, see Condition builder.
  11. On the Style tab, fill in the fields as appropriate to configure the appearance of the report.
  12. 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.
Note: To export multilevel pivot tables to PDF, you must activate the Webkit HTML to PDF plugin.

Create a multilevel pivot report in the Report Designer with variable columns and rows

You can create a multilevel pivot report with variables columns and rows based on a data source or table that has variables associated with it. Variables are descriptions of catalog items. For example, if a service catalog item has a variable called Storage, you can create a report that has a column or row for the values in this variable, such as 128 GB, 500 GB, and 1 TB.

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

This task refers to the Jakarta release under UI15 and UI16. If you are using an earlier UI or the Classic UI for creating reports, follow the instructions in the Helsinki documentation instead: Report types and creation details.

Procedure

  1. Navigate to Reports > Create New.
  2. On the Data tab, give the report a name that reflects the information being grouped.
  3. Select the source for the report:
    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.
    External import Choose an existing imported report source, or click the Upload icon (Upload icon) to import a new file. See Create a report from an imported Microsoft Excel document
  4. Click Next.
  5. On the Type tab, select Multi-level pivot table in the Multidimensional reports section and click Next.

    A preliminary version of the report is displayed. To view the updated report at any time, click Run.

  6. On the Configure tab, click Select columns.
    From the Available list in the Multilevel Pivot Columns window, select columns that you want to use in the report and move them to the Selected list.
    Note: It is not possible to group or stack reports by the Tags field.

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

  7. Select variables to use as columns:
    1. Select one or more fields to use as report columns.
      The report visualization displays data broken down by a combination of row and column values. You can select up to three columns including the variables.
    2. Select Variables [+] and click the structure icon (structure icon) to choose an item.
      Columns slushbucket
    3. Select a Catalog item from the pop-up window.
      The variables associated with the item appear in the Columns window.
      Columns with selected item and variables
    4. Move the selected variables to the Selected column and click OK.
  8. Click Select rows to select one or more fields to use as report rows. You select rows similarly to how you select columns.
    The report visualization displays data broken down by a combination of row and column values. You can select up to five rows including the variables.
    Note: It is not possible to group or stack reports by the Tags field.
  9. On the Configure tab, fill in the following fields and click Next.
    Table 2. Configure tab
    Field Description
    Aggregation Mathematical calculation to perform on the data. The default is Count, which displays the number of records selected.

    To display only unique records, select Count Distinct. For example, if you want a report on the distinct number of users who have one or more of the roles in a given list of roles. Users with more than one role would be counted twice unless you use Count Distinct.

    Select Average, Sum, or Count Distinct, to display a list of fields from the selected Table. Select a field to aggregate by from this list. For example, if you select a duration field, such as Business duration on the Incident table, the aggregated data is expressed in days, hours, and minutes. If you select an integer field, such as Priority, the data is expressed as a decimal value number.

    If you choose Sum or Average, select Show related fields to aggregate on dot-walked fields. See Dot-walking

    Note: For duration values, the unit of measurement displayed in the aggregation axis cannot be customized.
    Max number of groups Maximum number of groups to display in the report. Groups with highest values are included first. Any excluded groups are combined into the single group Other.

    If you select Show all, all groups up to a limit of 50 are displayed. The rest of the results are grouped as Other. If you select Remove Other, the Other group is hidden.

    Show Other Check box to include the Other group in the report. The Other group contains data for all groups that exceed the number specified in Max number of groups.
  10. (Optional) Check Display row lines and Display column lines to show the lines that separate the cells in the report.
    Multilevel pivot report with row and column lines
  11. Configure the sort order of column and row fields in the report. 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 column and row fields chosen for the current report.

    2. Click Add sort plus icon to configure additional sorting order conditions. (Click Add sort minus icon 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
  12. (Optional) To limit the information displayed in the report, click the filter icon (filter icon) and select conditions to filter the report data.
    For more details on how conditions are constructed, see Condition builder.
  13. On the Style tab, fill in the fields as appropriate to configure the appearance of the report.
  14. 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.
Note: To export multilevel pivot tables to PDF, you must activate the Webkit HTML to PDF plugin.

Multilevel pivot report style options – Report Designer

Change the look of your multi-level pivot chart.

When you create or edit a report, click the Style tab for options to configure the look of your report. The options are organized under two or more of the following tabs: General, Title, Legend, and Axis. To see how the chart looks with the changed settings, click Save.

Table 3. Multilevel pivot report style options
Field Description
General
Display Zero Check this box to display the number 0 when the value of a cell is 0. Clear this check box to display an empty cell when the value of the cell is 0. Applicable when Aggregation is Count or Count Distinct.
Default expanded Check this box to expand all rows when the report is displayed. Clear this check book to collapse all rows when the report is displayed. See Multilevel pivot report with collapsed and expanded rows
Display row lines Check this box to display lines between rows in the report.
Display column lines Check this box to display lines between columns in the report.
Drilldown view List view to display when a user selects a segment of a report for which no drilldown report type is specified. This view is also used when the user reaches the lowest drilldown level of a report. See Configure the list layout . If you specify a Report drilldown, Drilldown view is ignored.
Note: All users can view report visualizations, such as pie charts and column reports. However, the last level of a drill down is always a list. Platform access control lists determine user access to list information. Users who do not have rights to any part of the list data see the message "Number of rows removed from this list by Security constraints:" followed by the number. See Access control rules.

For more information, see Define a report drilldown in the Report Designer.

Edit coloring rules Click this hyperlink to configure how cells and cell text with numerical values are colored in the report. You can create rules to define which colors are used based on operators and values. For example, you can specify that any value greater than 5 displays in red. See Create coloring rules for multilevel pivot reports.
Decimal precision Number of decimal places to display. You can display From zero to four decimal places. Default value: 2. To change the default value, create the system property glide.chart.decimal.precision and specify the value.
Title
Show chart title When the chart title is displayed for the report.
  • Never: Never displays the chart title.
  • Report only: Displays the chart title on reports.
  • Always: Displays the chart title on reports, and dashboards and homepages.
Chart title The chart title has a maximum length of 40 characters. If no title is entered, the report name is used for the title. This field appears when Report only or Always is selected from the Show chart title list.
Size of the chart title Size of the chart title in pixels. This field appears when Report only or Always is selected from the Show chart title list.
Chart title color Color of the chart title. This field appears when Report only or Always is selected from the Show chart title list.
Custom chart title position Check box to specify X and Y coordinates for the position of the chart title. This field appears when Report only or Always is selected from the Show chart title list.
Chart title X position Number of pixels to adjust the chart title position right or left. By default the title appears at the center top of the chart. To move the chart title to the right, enter a positive value. To move the title to the left, enter a negative value.

This field appears only when Custom chart title position is selected.

Chart title Y position Number of pixels to adjust the chart title position up or down. By default the title appears at the center top of the chart. To move up the chart title, enter a positive value. To move the chart title down, enter a negative value.

This field appears only when Custom chart title position is selected.

Title horizontal alignment How the chart title is aligned horizontally. This field is available when Custom chart title position is cleared.
Title vertical alignment How the chart title is aligned vertically. This field appears when Custom chart title position is cleared.
Figure 3. Multilevel pivot report with collapsed and expanded rows
Multilevel pivot report with collapsed and expanded rows

Create coloring rules for multilevel pivot reports

Configure rules for how numerical values are displayed in a multilevel pivot table report, to easily highlight the more important values. The color rule is applied to the content of cells in pivot reports.

Before you begin

This task is part of configuring the style options of a multilevel pivot report.

Procedure

  1. On the Style tab of the report designer, click Edit coloring rules.
  2. In the Multilevel Pivot Rules dialog box, click New rule.
  3. In the New record dialog box, select an Operator.
    Options are: greater than, greater than or is, lower than, lower than or is, is, and between.
  4. Specify a value. If you selected the operator between, specify two values. The color rule is applied to the aggregated values.
  5. Select a font color and a background color.
  6. (Optional) Specify a Rule order. Rules are evaluated from lowest value to highest. For example, you have one rule applies the color blue to the value 7, and a second rule that applies the color red to values between 1 and 10. If you want the 7 to appear blue, the Rule order value for the first rule should be higher so that the second rule does not override it.
    If you do not specify a rule order, coloring rules are applied in the order in which they were created.
  7. Click Submit to save the rule and create a new rule, or click OK to save the rule and return to the report designer.