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Administering Reports

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Note
Note: This article applies to Fuji. For more current information, see Report Administration Module at http://docs.servicenow.com

The Wiki page is no longer being updated. Please refer to http://docs.servicenow.com for the latest product documentation.


Overview

Existing reports can be modified by an administrator using the Reports > Administration module. This module is not enabled by default, and must be activated. For a list of the reporting roles delivered with the ServiceNow platform, see Base System Roles. Note that restricting a report by role restricts who can view a report. Users without the admin role cannot edit global reports. If a non-admin user edits a global report, saving that report creates a personalized version belonging to that user.

Use the record list view to filter, view, or modify reports using any of the standard record list controls. Click New to create reports, or select any of the records to display the report as a form. All the standard ServiceNow form controls apply.

You can select the table and field on which to report and the characteristics of the report format. Create a condition in the Filter field to further restrict the data that is presented in the report and select a role that can use the report.

Report Security

The Report Security - enforce access control checks plugin allows administrators to use access control list (ACL) rules to restrict report access. This functionality prevents unauthorized users from editing, updating, or deleting reports either through the UI or through a URL construct. See Using Access Control Rules for more information.

Restricting Report Creation with ACL Rules

To restrict who can create a report against a table:

  1. Navigate to System Security > Access Control (ACL).
  2. Add a new access control record with the following information:
    • Type: record
    • Operation: report_on
    • Name (table): <select the table name>
  3. Define the rules that determine whether a user can create a report against the table. To learn more, see Using Access Control Rules.

If a user does not have report_on access for a table, the table does not appear in the Table field when the user creates a new report.

Note
Note:
  • Users can still run published (global) reports against tables for which they have read rights, even if they cannot create reports.
  • System tables are not reportable by default. To allow reporting against system tables, administrators can configure the glide.ui.permitted_tables property. To learn more, see Reporting on System Tables.
  • The default ACL report_on operation gives access to report on the target table, any associated database view, and archived version of the target table.


Available Fields

The following fields can be manipulated:

Field Input Value
Title A unique and descriptive name for the report.
Table The ServiceNow table against which this report will be run.
Field Name The name of the group-by field.
Type The report type for this report.
Chart Size Large, medium (starting with Fuji), or small.
Visible to Select a group whose members are authorized to see the report. Select Everyone to give all users access.
User The user who can view the chart. Enter GLOBAL to make the report accessible to all.
Filter The filter applied to the report's data.
Roles The roles required to view the report.

The following fields are also available if added to the form:

Field Input Value
Aggregate Determine how you want the data in the report aggregated. The default is Count, which displays the number of records selected. When you select Average, Sum, or Count Distinct (starting with Fuji), you can select from a list of additional fields whose values you want to use to aggregate the data. Typical values to use as an average or a sum are the time measurements, such as Business duration (expressed in days, hours, and minutes) and Resolve time (expressed in seconds). Other fields, such as Priority, may have numerical values associated with their levels and can be used as aggregators.

Note: Averages are calculated by dividing the sum of all fields by the number of those fields that contain a value. Fields that are empty or that contain a light-grey colored zero are not included in the field count that is used when dividing the sum.

Content An HTML field for describing the content of the report. Not processed in the report's generation.
Display grid Mark this check box to display a table under the chart that contains a breakdown of the requested data in the aggregation units you have selected (Count, Average, Sum, or Count Distinct) and the values for the stacked field, if selected. You can see what percentage of the total data is represented by each discrete piece.
Group Select a group whose members are authorized to see the report. Select Everyone to give all users access.
Interval For Trend or Trendbox Charts, the interval of time to measure along.
No. Groups Use the values in this list to limit the number of bars that appear in the chart. The platform displays 12 bars by default, from high values to low values and puts the remaining data into an Other category. You can select to display 10, 12, 15, 20, or all bars.
Show Other Whether the Other category should appear on the report.
Select fields for list The fields that will appear in a List Report.
Select fields for orderBy The order of fields that will appear in the report.
Show Empty Whether to display empty categories.
Sumfield The field to perform a sum on for Trend or Trendbox Charts.
Trend Field The field to track over time for Trend or Trendbox Charts.