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Creating List Reports

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Note: This article applies to Fuji. For more current information, see Create a List Report in the Report Designer at http://docs.servicenow.com

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Overview

List reports display data in the form of an expandable list. Lists are often used for enumerations like the number of new incidents, problems, or changes. They contain columns that show more detailed information, such as a short description, category, state, assigned to, or created.

List

Creating Reports

  1. Navigate to Reports > Create New.
  2. Fill in the fields, as appropriate (see tables).
  3. Click Save. The report is generated.
    Additional report options are available.
List report form

Field Description
Name Enter a unique and descriptive name for your report.
Description Click the information icon (DetailedDescription.png) to enter more details on what the report does and its purpose. Available starting with the Fuji release.
Data Specify the table or report source containing the data set that you want to include in the report. From the first choice list, select Table or Report source. Then select the specific table or predefined data set from the second choice list. Available starting with the Fuji release.

In releases prior to Fuji, only the Table field is available.

Type Select List.

Alternatively, click the question mark icon (QuestionMark.png) to use the report type selector. Available starting with the Fuji release.

Group by Select a field to organize data in groups from the selected table. For example, in an incident report that is grouped by Assignment group, all incidents belonging to Software, Service Desk, Network, and so on, are placed in separate groups. Make sure you give the report a name that reflects the field you select.
Columns Select the columns that you want to use in your report by moving them to the Selected list.

Depending on your system configuration, you may be able to add fields from tables that extend the selected table. For more information, see Adding Extended Fields to Base Table Lists.

Add Filter Condition Create conditions for filtering data to include in the report. For example, to include only records with priorities of 2- High and 1 - Critical, select [Priority] [less than] [3 - Moderate].
Add "OR" Clause Select a second condition that must be met if the first condition is invalid. For example, select [Assignment Group] [is] [Database], to include records that are assigned to the Database group if the first condition is false.

In Eureka, this field is only available after at least one filter condition has been created.

Add Sort Field Select fields to sort data by. For example, to sort results from lowest to highest priority, select [Priority] [z to a].

In Dublin, click the icons next to Filter and Order to display the filtering and sorting fields.

Using Group by Reports

Grouped list reports can only display the records in each group that are configured to appear in a normal list. For example, if you have configured lists to display 100 records at a time, then each group in the report 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, either increase the display size of the list or 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.

List grouped

Exporting List Reports to Excel

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.

Sharing Settings

To change the sharing settings for the report (starting with the Fuji release):

  1. In the upper right of the report form, click the Save choice list and select Sharing.
  2. In the Sharing settings dialog box, fill in the fields as appropriate (see table) and then click Close.

In releases prior to Fuji, configure the Visible to field on the main report form.

Field Description
Visible to Users to whom the report is available:
  • Me allows only the report creator to view the report.
  • Everyone allows all users to view the report. Starting with the Fuji release, specific roles can be assigned for viewing reports under Everyone, so access can be restricted.
  • Groups and Users allows only specific groups and users to see the report.

Groups and Users is visible to users with the report_group role.

Groups Groups whose members are authorized to see the report.

This field is available when Groups and Users is selected.

Users Users who are authorized to see the report.

This field is available when Groups and Users is selected.

Export Settings

To configure the header and footer for PDFs exported from the report (starting with the Fuji release):

  1. In the upper right of the report form, click the Save choice list and select Export settings.
  2. In the Export settings dialog box, fill in the fields as appropriate (see table) and then click Close.

In releases prior to Fuji, configure these fields on the main report form.

Field Description
Export details Check box for displaying the report attributes in the upper right of the exported PDF's pages.
Header Footer Template Template for the header and footer of the exported PDF's pages.

Report Options

You can select the following report options from the upper right of the report form (starting with the Fuji release). These options are in the Save choice list, except for Run, which is a separate button. Available report options vary depending on the role of the user working with the report.

In releases prior to Fuji, all report options are in the button bar above the form.

Name Description
Run Creates the report according to the information in the form.

Roles: itil, report_admin, report_publisher, report_scheduler, report_group

Save Saves any changes to the form and leaves the form open.

Roles: itil, report_admin, report_publisher, report_scheduler, report_group

Update Saves any changes to the form and returns to the Reports list.

Roles: itil, report_admin, report_publisher, report_scheduler, report_group

Insert Duplicates the report record, inserts it into the Reports list, and opens the Reports list. Use this option to create a new report quickly by changing a few values in an existing report. Be sure to give the new report a unique name.

Roles: itil, report_admin, report_publisher, report_scheduler, report_group

Insert and Stay Duplicates the report record, inserts it into the Reports list, and opens the new record. Use this option to create a new report quickly by changing a few values in an existing report. Be sure to give the new report a unique name. Starting with the Fuji release.

Roles: itil, report_admin, report_publisher, report_scheduler, report_group

Publish Creates a URL for the report and displays the address above the report form. You can email this URL to people who must view the report. For more information, see Publishing Reports.

Roles: itil, report_admin, report_publisher

Delete Deletes the report.

Roles: itil, report_admin

Schedule Creates a schedule for running the report. You cannot schedule calendar reports. For more information, see Scheduling Reports.

Roles: itil, report_admin, report_scheduler

Make Gauge Creates a gauge for the report, which can be added to homepages. This option is not available if a gauge has already been created for the report.

Roles: itil, report_admin, gauge_maker

Add to Homepage Adds the current report to a selected homepage as a gauge. For more information, see Adding Existing Gauges to a Homepage.

Roles: itil, report_admin

Sharing Opens a dialog box in which you can change the sharing settings. Starting with the Fuji release.

Roles: report_admin

Export settings Opens a dialog box in which you can change the export settings. Starting with the Fuji release.

Roles: report_admin

Export to PDF Opens a dialog box in which you can select the Portrait or Landscape orientation and the Generate now or Send as an email (Email PDF in versions prior to Fuji) delivery option for exporting the report to PDF. In versions prior to Fuji, Export to PDF is a button next to Run Report.

The email address field that appears after you select Send as an email is automatically populated with your email address. You can enter a new email address in this field.

Roles: itil, report_admin, report_publisher, report_scheduler, report_group

Note: The Export to PDF option is not available for calendar reports.

Save as report source Opens the Create new Report Source window in which you can save the report conditions as a report source that can be reused for other reports. Starting with the Fuji release.

Roles: report_admin

Report history Shows general information for the report, such as the table the report is based on, the report type, who created the report, when the report was last modified, and whether the report is scheduled or published. Other statistical information for the report is also shown, such as when it was last run, the number of runs, runs on home page, recent run time, and overall run time. Starting with the Fuji release.

Roles: report_admin

Pagination in list report gauges is restricted to ITIL users, meaning that ESS users can only see the records that appear on the first page of the gauge. Users can specify how many rows display on the page by modifying the rowcount record in their User Preferences list.