Create a pivot table report in the Report Designer

Note: Multilevel pivot table reports provide more configuration features, more style options, and are more stable.

Pivot tables

Pivot tables aggregate data from a table into columns and rows, which you define. They help you quickly investigate the source of the summarized data. Non-empty cells display hints that indicate how many records the cell represents. Click a non-empty cell to display a breakdown of those records.

You can configure a filter to further refine the data and select the aggregation values.

Figure 1. Pivot table
pivot table example

Create a pivot table in the Report Designer

Create a pivot table to aggregate data from a table into columns and rows.

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.


  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:
    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 Pivot table in the Other 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
    Row Select one field for the chart rows. The chart displays data broken down by a combination of row and column values.
    Column Select one field for the chart columns. The chart displays data broken down by a combination of row and column values.
    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) 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.
  8. On the Style tab, fill in the fields as appropriate to configure the appearance of the report.
  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.

Pivot report style options – Report Designer

Change the look of your pivot report.

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 2. Pivot report style options
Field Description
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.