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Building a Report in SmartSuite

Updated

To build a custom report in the Reports module in SmartSuite, follow these steps.

A report has 5 elements: 

  • Report Settings 
  • Conditions
  • Ordering Settings
  • Result Data
  • Template (Optional unless you are exporting to PDF)

1. Open the Reports module

Click on the Menu icon, then select Reports > Reports.

Reports.gif

2. Start a new Report

Click the New button in the toolbar at the bottom of the window   

Choose between:

Detail Data: Shows every individual transaction, entry, or record. 

Statistics: Summarises your data (totals, counts, averages). 

 

3. Configure Report Settings

This is where you name your report and choose what data it will target: 

Report Name: The name your report will be saved under.

Report Type: Switch between Detail Data and Statistics.

Report Group: The category of data your report will search (e.g., Catalogue, Circulation). This also determines which heading your report saves under. 

Table: Refines the search area within the Report Group. Options change based on the Report Group selected. 

 

4. Configure Conditions

Conditions are filters that tell the report where to look for data. 

Each condition has 3 parts: 

  • First drop-down: Where to search (the field or category)
  • Second drop-down: How to search (e.g., equals, contains, is greater than)
  • Third drop-down: What to search for (the specific vlaue)

To add multiple conditions, click the + icon. 

 

5. Configure Ordering Settings

Ordering Settings controls the order your results appear in: 

First drop-down: The field to sort by.

Second drop-down: Ascending (A to Z) or Descending (Z to A). 

To add multiple ordering fields, click the + icon. 

 

6. Configure Result Data

Result Data controls which columns appear in your report:

  • Click the drop down arrow next to each result field to change what is displayed. 
  • Click the + icon to add more result fields.
  • Click Preview in the toolbar to test your results before generating. 

7. Configure Template (necessary for Exporting reports to PDF)

A template controls the printed layout of your report. Configuring a template is optional if you do not intend to export your report to PDF for print. See the article How do I create a report template for a report? for instructions. 

 

8. Save and generate the report

Click the Save button in the toolbar to save your report, then click Generate to run it and view your results. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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