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Create a list report in the Report Designer

Create a list report in the Report Designer

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

Create a list report in the Report Designer

List reports display data in the form of an expandable list. For example, an incident report grouped by priority displays only the priority names and a number of records that display if the user clicks the priority. You can configure whether lists display expanded or collapsed.

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 Report Designer in the Kingston release. If you are using the Report Builder (Classic UI) in Kingston for creating reports, select the applicable report from Creating reports to see instructions. If you are using an earlier UI or the Classic UI for creating reports in an earlier release, follow the instructions in the Helsinki documentation: Report types and creation details.
Report Designer UI Report Builder UI
Report designer UI example Report builder UI example

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.
    Note: If you select a data source used by existing reports, a notification displays prompting you to view them.
    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.
    MetricBase MetricBase enables you to collect, retain, analyze, and visualize custom time series data on the Now Platform. For more information, see MetricBase .
  4. Click Next.
  5. On the Type tab, select List 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
    Choose columns Fields to display as columns in the list report. In the Columns window that opens after you click Choose columns, select fields in the Available list that you want to appear in your report and move them to the Selected list.

    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.

    Group by Group report data using the values of this field. For example, in an incident report grouped by Assignment group, all incidents that belong to Software, Service Desk, and Network are placed in separate groups.
    Note: It is not possible to group or stack reports by the Tags field.
    Additional group by Extra fields to group the report by. 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.
    Note: It is not possible to group or stack reports by the Tags field.
  7. (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 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. 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 following figure. Report sorted by priority choice list
  8. (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.
    Note: Keywords is a special field used for text searches across all fields. Its use in a filter or condition, in combination with other conditions, may return inconsistent results.
  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.
    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 property.
  • Configure and use list functions

Create a list report in the Report Designer with variable columns

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.

About this task

This task refers to the Kingston 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 a 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.
    Note: If you select a data source used by existing reports, a notification will display prompting you to view them.
    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. Click Next.
  5. On the Type tab, select List 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, click Choose columns and select Variables [+] in the Columns window that opens.

    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. Click the structure icon (structure icon) to choose an item.
    Columns slushbucket
  8. Select an item from the Catalog item list that appears.
    The variables associated with the selected item then appear in the Columns window.
    Columns with selected item and variables
  9. Select and move variables to the Selected column and click OK.
  10. On the Configure tab, fill in the following fields and click Next.
    Table 2. Configure tab
    Field Description
    Group by Group report data using the values of this field. For example, in an incident report grouped by Assignment group, all incidents that belong to Software, Service Desk, and Network are placed in separate groups.
    Note: It is not possible to group or stack reports by the Tags field.
    Additional group by Extra fields to group the report by. 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.
    Note: It is not possible to group or stack reports by the Tags field.
  11. (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 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. 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 following figure. 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.
    Note: Keywords is a special field used for text searches across all fields. Its use in a filter or condition, in combination with other conditions, may return inconsistent results.
  13. Click Save.
    The report is generated.

What to do next

  • 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: 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.

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 1. 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.

Applying list report column configurations with an update set

Configured columns in list reports can be moved to another instance by committing an update set.

Configured list report columns do not automatically get applied to an instance when you commit an update set. List reports render using UI views created each time you save a report. To ensure configured columns reflect in a list report or on a dashboard widget in another instance, from the UI View table, search for the sys_id of the report (RPT) view record for your changes, and add it to the update set. For information on adding customized configurations to an update set and applying them, see System update sets

UI Views report sys_id