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Create a list report in the Report Designer

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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_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 List 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
    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 report on extended tables.

    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.
  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. 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.
    • 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 .
    • Despite list filtering, pdf-format exported rows will count all record rows sequentially up to the export limit and show as blank for roles prevented by ACLs from viewing restricted data.
  • Configure and use list functions