Defining filters for reports

Several options are supported for defining filters in report definitions, such as sorting, grouping, and aggregating. The Filter and Chart format options are available for all reports, but the types of charts vary by report type.

The following filters are available only for Cross Item, Custom, Service Portfolio, and Time Tracking reports:

• Aggregate
• Crosstab
• Formula
• Group
• Layout
• Paging
• Sort

The following chart formats are available only for Cross Item, Custom, Service Portfolio, and Time Tracking reports: Bar, Curved Line, Gauge, Heatmap, Line, Pie, and Scatter Plot.

The following chart formats are available for the other report types: Horizontal Side by Side Bar, Horizontal Stacked Bar, Line, Side by Side Bar, Stacked Area, Stacked Bar, and Spline.

For more information, see the Help provided in the Service Analytics application.

To aggregate data in a report

You can calculate totals, averages, minimums, maximums, and standard deviations for the displayed data. This filter is only available for Cross Item, Custom, Service Portfolio, and Time Tracking reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Aggregate.
4. In the Data Column field, select the column where you want the aggregated value.
5. In the Aggregate Function field, select the function that you want performed.
   The default is Sum. 
6. Click Add.
   The Aggregates field appears. 
7. (Optional) To change the aggregated column, in the Aggregates field, select whether to replace or remove the selected column.
8. When you have finished defining your report, click Save.
   A confirmation message appears.
9. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

To define chart formats for a report

You can define several chart formats for the displayed data: Bar, Pie, Line, Curved Line, Scatter Plot, Heatmap, and Gauge. This filter is available for all reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Chart.
4. Select the type of chart to add.
   Additional fields appear. 
5. To define Pie or Bar charts:
   1. In the Label Column field, select the column from which to take the label for the chart.
   2. In the Data Column field, select the column that contains the data.
   3. In the Data Aggregation field, select the function that you want performed.
      The default is Sum.
   4. Click Add.
      The Charts field appears. 
   5. (Optional) To change the chart, in the Charts field, select whether to replace or remove the selected chart settings.
6. To define Line, Curved Line, or Scatter Plotcharts:
   1. In the X-Axis Column field, select the column for the Y axis.
   2. In the Y-Axis Column field, select the column for the X axis.
   3. Click Add.
      The Charts field appears. 
   4. (Optional) To change the chart, in the Charts field, select whether to replace or remove the selected chart settings.
7. To define Heatmap charts:
   
   1. In the Label Column field, select the column from which to take the label for the chart.
   2. In the Size Column field, select the column that contains the data for controlling size in the Heatmap.
   3. In the Size Column Aggregation field, select the function that you want performed on the Size Column.
   4. In the Color Column field, select the column that contains the data for controlling color in the Heatmap.
   5. In the Color Column Aggregation field, select the function that you want performed on the Color Column.
   6. Click Add.
      The Charts field appears. 
   7. (Optional) To change the chart, in the Charts field, select whether to replace or remove the selected chart settings.
8. When you have finished defining your report, click Save.
9. A confirmation message appears.
10. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

To define formulas for a report

You can add a column to a report that contains values calculated by a formula that you define. The Formula filter is only available for Cross Item, Custom, Service Portfolio, and Time Tracking reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Formula.
4. In the Name field, enter the name for the new column.
5. Define the formula:
   1. In the Formula field, enter the formula to calculate the values for the new column.
   2. (Optional) To insert a column variable into the Formula field, in the Insert a column field, select the source field for the column data and then click Insert.
   3. (Optional) In the Data Type field, select a data type.
   4. (Optional) In the Display Format field, select a format for the data.
   5. Click Add.
      The Formula Columns field appears.
   6. (Optional) To change the formula, in the Formula Columns field, select whether to replace or remove the formula. 
6. When you have finished defining your report, click Save.
   A confirmation message appears.
7. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

To group data in a report

You can group the displayed data. This filter is only available for Cross Item, Custom, Service Portfolio, and Time Tracking reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Group.
4. In the Grouping Column field, select the column where you want to group the data.
5. Click Add.
   The Groups and Detail Rows fields appear. 
6. (Optional) To change the grouping column, in the Groups field, select whether to replace or remove the selected column.
7. (Optional) To remove the detail rows from the report, in the Detail Rows field, select Exclude Detail Rows.
8. When you have finished defining your report, click Save.
   A confirmation message appears.
9. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

To present summarized data in a report

You can define crosstab (or pivot) tables for presenting summarized information in a report. This filter is only available for Cross Item, Custom, Service Portfolio, and Time Tracking reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Crosstab.
4. In the Header Values Column field, select a column for the header.
5. In the Label Values Column field, select a column for the rows.
6. In the Aggregate Values Column field, select a column for showing the summarized data.
7. In the Aggregate Function field, select the function that you want performed on the Aggregate Values Column.
8. Click Add.
   The Crosstabs field appears. 
9. (Optional) To change the chart, in the Crosstabs field, select whether to replace or remove the selected chart settings.
10. When you have finished defining your report, click Save.
    A confirmation message appears.
11. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

To show and hide columns for a report

You can select which columns are visible in the report layout. This filter is only available for Cross Item, Custom, Service Portfolio, and Time Tracking reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Layout.
   A list of the columns available for the report type appear.
4. Select and clear the check boxes to show and hide specific columns in the report.
5. Click OK.
   The Table and Chart sections refresh to show your changes. 
6. When you have finished defining your report, click Save.
   A confirmation message appears.
7. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

To define page breaks for a report

You can define page breaks for the displayed data. This filter is only available for Cross Item, Custom, Service Portfolio, and Time Tracking reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Paging.
4. (Optional) Select Show all rows.
5. (Optional) In the Rows per Page field, enter the number of rows to show on each page.
6. Click OK.
   The Table and Chart sections refresh to show your changes. 
7. When you have finished defining your report, click Save.
   A confirmation message appears.
8. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

To sort data in a report

You can sort the data displayed in a report. This filter is only available for Cross Item, Custom, Service Portfolio, and Time Tracking reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Sort.
4. In the Data Column field, select the column that you want to sort.
5. (Optional) In the Order Direction field, select Descending.
   Ascending is the default.
6. Click Add.
   The Sort Order Columns field appears.
7. (Optional) To change the sort, in the Sort Order Columns field, select whether to replace or remove the sort settings. 
8. When you have finished defining your report, click Save.
   A confirmation message appears.
9. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

To filter data in a report

You can filter the data displayed in a report. This filter is available for all reports.

1. Open the report definition you want to modify or create a new report definition. 
2. Complete the Report Setup and Configurations sections as needed.
3. In the Filters section, click Filter.
4. In the Filter Column field, select the column that you want to filter.
5. In the Comparison field, select an operator.
   The default is "equals". 
6. In the Value field, enter the filter value.
7. Click Add.
   The Filters field appears.
8. (Optional) To change the filter, in the Filters field, select whether to replace or remove the filter settings.  
9. When you have finished defining your report, click Save.
   A confirmation message appears.
10. Close the current tab or click the All Reports tab to return to the Service Analytics Home page.

Related topics

Configuring reports

Creating cross-item reports

Creating Service Portfolio reports

Creating Time Tracking reports