With Smartsheet reports,Multiple sheetsEasily work with real-time data in a single view, consolidate key tasks and milestones into a stakeholder overview, or for a variety of initiativesDifferent viewCan be created.
The report isBidirectionalTherefore, the updated information on the report is automatically reflected in the original sheet and vice versa.From the rows and columns of the sheetRow report Or from the sheet summary fieldSheet summary report Can be created.
In the reportGroupingとsummary Allows you to quickly and easily convert data from multiple sheetstotallingThen,Calculationcan.
Report creates a reportThe person sharing the original sheetAnyone can easily share it.For finer control,Publish the report or view it on the dashboardTo do.This will give the audienceYou can only see a summary of the information you want to see, no need to share the underlying data.
Commentary video
Commentary video (whole)
It is for those who want to go through the whole thing. XNUMX minutes.
Commentary video (first half)
This is a video that explains the functions of the report in the first half.
Commentary video (second half)
This is a video that explains the authority relations of the latter half of the report, a collection of tips, and the selection of the sheet from which the report is based in the workspace.
Report function
Present information suitable for viewers and editors from the sheet
By using the report function, you can set the information of which sheet, column, and row to be displayed in the report or edited from the report.
For example, in the project status report below, I'd like to select XNUMX columns from the original project management sheet, and then filter to see what the project summary row has some value for health. increase.
This narrows down the information that is suitable for grasping the overall situation from the project management sheet.The editor can also edit from the report. (Actually, in the report below, most of the columns consist of column expressions, so you can't edit them.)
Make multiple sheets aggregated for viewing and editing
Reports can aggregate information from multiple sheets as sources.
In the example below, the post office information on the sheets for each of the XNUMX branch offices is aggregated in a report, and the number of post offices nationwide and for each branch office is displayed.
Smartsheet "Seat restrictionsYou can create a sheet with up to XNUMX rows.In the report below, the number of lines for each branch office is within the "sheet limit", and by aggregating XNUMX sheets in the report, more than XNUMX post offices (including simple post offices) can be displayed and edited. It is possible. (Since the data is old, it is different from the latest number of post offices.)
Add value by grouping, aggregating, and sorting
Reports can be grouped, aggregated by summary, and sorted.
In the example below, the number of post offices in front of the station is totaled for each branch office nationwide, using post offices that include "Ekimae" in the reading of the station name in the filter.The order is by zip code. (Although it is hidden by the filter and cannot be seen, the national total for this data is 596 stations.)
Can be displayed on the dashboard in the form of a grid or gant
Use reports to view Smartsheet information in a grid (tabular) or Gantt view.With the sheet as it is, only the cell information can be displayed as a metric (such as the delay below, budget, etc.), so use a report to display it in tabular format.
In the example below, the report displayed as an example in "Present information suitable for viewers and editors from the sheet" above is displayed on the dashboard of the project.
Make it possible to view specific information without sharing the original sheet by publishing the dashboard and report
The person who shared the report can view and edit the report according to the sharing permissions of the underlying sheet.
For example, if a sheet of XNUMX projects is the source of a report, a person who is shared only on XNUMX sheet may view and display only that sheet when the report is shared. I can do it.this isConsideration from the viewpoint of security.
However, by publishing the report or displaying it on the dashboard, you can see the information refined by the report even if you do not have permission to the original sheet.This is useful when you want to show some information to an unspecified number of people or a partner company, for example, although it is difficult to show the entire original sheet.
If you want to show it to an unspecified number of people, publish it in a report or display the report on the dashboard to publish the dashboard.
In the example below, the report of the "post office in front of the station" explained in "Adding value by grouping, tabulating, and sorting" is published.You can see the actual published report by clicking the link.
(Since it is old information, there is a possibility that a post office that does not currently exist is displayed. It can be confirmed that there was no "station square" post office in Okinawa at this time.)
About report type
You can use reports to gather information from multiple sheets and display only items that meet specified criteria.
The available reports includeRow reportとSheet summary reportThere are two types.
- Row reportCan be used to aggregate row information from multiple sheets.For example, you can create a report to view all unfinished tasks across multiple sheets assigned to you and labeled Priority – High.
- Sheet summary reportWith,View summary data for multiple sheetsI can do it.The sheet summary report isGet an overview of multiple projectsIt's a great way to do it or highlight portfolio-level metrics in your dashboard.For more information on creating a sheet summary report, seeCreate a portfolio view from a sheet summary report."
Like sheets, reports can be submitted, shared, and published.You can also edit, group, aggregate, and sort the data in your reports.Note that the report is different from the sheet because it does not store any information (instead,The information saved in the sheet is displayed).Due to this difference, the report does not count towards your account's seat limit.
Build row reports
ManagerAuthorized users can edit the report settings.
With row reports, you can:
- Sort related information in the sheetfilter-Create
- Restrict users to edit only important columns and rowsTo
- Combine information from multiple sheets into a single report
There are two types of reports:
- Row Report: Add rows from multiple sheets to a single report
- Sheet Summary Report: Add multiple sheet summaries to a single report
If you want to create a sheet summary report,Create a portfolio view using a sheet summary report."
Creating a row report
- On the leftMenu At the bar[Solution Center]
Choose. - [create] >[Report] Click.
- Row report Create a.The new report will appear in the Sheets folder.
Report settings
Use these tabs to set the information you need to add to your report.
- Source sheet – Select the sheet that contains the data you want for your report.
- Columns to display – From the source sheet, select the columns you want to add to the report.
- Filter condition – Identify the data that the report should retrieve from the source sheet.
Requests delivered by email are displayed in the filter.
- グループ – Categories give you easy access to the information you need.
- totalling – Define key metrics for making informed decisions.
Similar to this example, the information can be organized according to its status.
- Filter – Sort the information in a specific order.
Help Articles Report Help Articles Learn how to use reports in Smartsheet.
Select the original sheet in Report Builder
Select the Original Sheet button to include in the reportSelect a sheet, folder or workspaceTo do.The sheets you create or share are available from this list.You can find the sheet by scrolling or typing in the search bar of the original sheet.
You can browse the entire workspace to automatically include new sheets in your report..When a new sheet is added to your workspace, the report will automatically reference it.For more information on workspaces, see the help article "Manage items in your workspace."
Keep the following in mind:
- Other options in Report Builder (Columns to display, filter conditions, groups, aggregates, sortsYou must select at least one sheet, folder, or workspace from the Sheets tab before) is available.
- If you select a folder, new sheets added to that folder after selection will not be included in the report.To include the newly added sheet, delete the folder from the Sheet tab and add it again.
- The formatting displayed in the report (cells, font color, background color, bold, etc.) follows the formatting of the original sheet.
- The row hierarchy of the original sheet does not appear in the report.
- Cells containing formulas cannot be modified from the report.
If the sheet has dependencies enabled:
- The end date of a row in the sheet is calculated automatically based on the dependency settings and cannot be edited from the report.Instead, if you edit the start date and duration on the row, the end date will be automatically recalculated.
- The start date of a task affected by a predecessor task cannot be edited from the report.Instead, if you change the start date and duration of the predecessor task, the date associated with the dependent task is automatically recalculated.
Card view in reports (new)
From May 2022, Card View will be available for reports. The long-desired functionality of the Smartsheet Community has finally come true.For more informationThisChira's help article.
When you use the card view in a report, you can view and operate the card view by combining multiple project sheets saved in the workflow into one report for each workflow.
- What is the highest priority task in all projects? (See all sheets, filter by priority)
- What are the issues that have not been started yet for each person in charge? (Lane for each person in charge, deadline has arrived, filter by unstarted)
- Who has the most urgent tasks? (Lane by person, filtered by urgency)
The image below is "How to handle more than XNUMX rows in a multi-source sheet reportBased on the report covering all post offices nationwide consisting of 13 sheets, the card is filtered by "post offices" (not simple post offices) with "station square" in the station name. It is what you see in the view.
The 13 post offices are now divided into XNUMX sheets, aggregated in reports, filtered, and viewed in card view.
A collection of tips
How to share a dashboard and view a report without sharing a sheet
As I wrote above, if you share a report, but you don't share the original sheet, you won't see anything in the report for that sheet.
There is a dilemma that if you want to show only a specific column or row in a report, for example, to a partner company, but you have to share the original sheet, you will see other columns or rows there as well.
To solve this, display the report as a widget on the dashboard and share the dashboard with its partner companies.
This allows only those who share the dashboard to see the information refined in the report.
In addition, since this method is only for viewing, if you want to edit specific information on the sheet, use the following method.
- When requesting editing on a line-by-line basis, use an update request.
- If you need to fine-tune permissions (for example, make all rows where the person's email address is in the contact column editable),dynamic view We use a premium app called (Dynamic View).
Please note that Dynamic View cannot be used with a normal business account, so please contact us individually if you would like a demo.
How to narrow down my tasks with the Current User filter
Project managementExplained in Dashboard (Workshop 4)However, the Current User filter allows you to filter My Tasks using the condition that the contacts column matches the row of the person who is currently logged in.
How to handle more than XNUMX rows in a multi-source sheet report
This is as explained in "Making multiple sheets collectively viewable and editable" above.By this method, by avoiding the "seat restrictions" of Smartsheet, information from more than XNUMX bases is divided into areas, etc. in organizations with many stores such as post offices and convenience stores, and aggregated in reports. By doing so, you will be able to view and edit in a unified manner.
Being able to work with such large amounts of data is one of the reasons why Smartheet is said to be suitable for project management at the enterprise level.