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Create a bar report in the Report Designer

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Create a bar report in the Report Designer

Bar reports enable you to show information in segments that are proportional to the values they represent.

Before you begin

Role required: itil, report_user, 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 London release. If you are using the Report Builder (Classic UI) for creating reports, select the applicable report instructions instead from Creating reports in the Kingston release.
Report Designer UI Report Builder UI
Report designer UI example Report builder UI example


  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 applicable source for the report:
    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.
    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, enter Bar or Horizontal bar in the filter, select the report type, 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
    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. To group by fields on extended tables, see How to report on extended tables.
    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. To additionally group by fields on extended tables, see How to report on extended tables.
    Note: It is not possible to group or stack reports by the Tags field.
    Stack by Divide each bar using values of this field. To stack by fields on extended tables, see How to report on extended tables.
    Note: It is not possible to group or stack reports by the Tags field.

    On a bar chart of incidents sorted by Category and stacked by Priority, a user sees the proportion of high, medium, and low priority issues for each category.

    Select stacked fields carefully to avoid cluttering the report. Sometimes it is a better practice to create another report that shows these relationships rather than stack too much data. Bar charts display a legend only when a stacked field is selected. Boolean, reference, and choice lists can be used as stacked fields. Date, date/time, integer, long, string, and text fields cannot be used as stacked fields.

    Note: Date types are not allowed starting with the introduction of the Report Charting v2 plugin.

    You can choose to display the stacked field either in a single bar or as a group of bars.

    If you select a Group by field on the report form, you can choose to visualize the bars as Grouped bars. In this case, bars are displayed next to one another per the Group by field (for example, the state of the incident), instead of stacked.

    If you choose fields with Additional group by, these fields are also available in a Stacked by control at the bottom of the report.

    Display data table Check this box to show report data in a grid beneath the report. The table appears on dashboards where the report is added.

    All reports that use charts, including reports that are used on dashboards, show the table of report data when the glide.ui.section508 system property is set to true. The glide.ui.section508 property overrides the Display data table field.

    Aggregation Mathematical calculation to perform on the data. The default is Count, which shows the number of records selected.

    To show 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 show 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 Average, Sum, or Count Distinct, you may further be able to aggregate on fields from extended tables. See How to report on extended tables.

    Note: For duration values, the unit of measurement displayed in the aggregation axis cannot be customized.
    Percentage calculation

    Method of calculating percentages. The percentage appears when you point to a report segment, such as a bar on a bar report. This field appears when Aggregation is set to Average, Sum, or Count Distinct.

    • Use Aggregation calculates the percentage using the selection in the Aggregation field. Only data that is displayed in the report is used to calculate the percentage.

      For example, a report shows assets by department with the Aggregation set to Sum and the percentage calculated using aggregation. If the total cost of assets is $100,000 and the cost of assets for Customer Support is $10,000, the percentage for Customer Support is 10%.

    • Use Record Count calculates the percentage using the total number of records in the data set.

      For example, a report shows incidents by priority. Out of 500 incident records, 200 have low priority. The percentage for the Low priority section is 40%.

    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.

    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) 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. 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
  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. On the Style tab, fill in the fields as appropriate to configure the appearance of the report.
  10. 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.