How to create a report directly from a record list



Although a capability within the ServiceNow platform for quite some time, many users are unaware that a report can be created directly from a list of records.  This can be a shortcut that can allow a user to quickly create a report based on a set of filtered (or unfiltered) data they have created.

Thus, many types of reports can easily and quickly be created directly from any list view of records.


These procedures are intended to be performed on a set of data on which an individual has already created a filtered list view of the data they would prefer to create a report for.  Thus, the following steps assume that a list view is currently displayed in the instance.

Thus, the first step is to open, create or review the object list for which you want to base a report.  This list can be filtered (but is not required to be) on any criteria which can be specified for that record type.  As a simple example, say we currently have a basic list of Active Incidents, filtered based on Assignment group and also ordered by Assignment Group currently displayed in list view on the instance.

From this list, we can create a new report based on the criteria for the records currently displayed in the list view.  To do this, we could follow these steps:

Right click on one of the column headers in the list.  The column header selected will determine the default individual data points which will be used in the report.  For this example we will right click on the Assignment Group column header in order to divide the data by this value.  From the pop-up menu that appears, select the type of chart you want to create.  The Bar and Pie chart options will be the only ones that can be selected from this menu, however, if a different chart type is needed the selection can easily be changed (see below) once the report screen is displayed.  For this example we will select Bar chart.

After a few moments, the Report Designer UI will load with the options from the list pre-selected for the report.  This data will include the following configuration and values which have been extracted from the list used to generate the report:

  • The specific criteria used for this report will be based specifically on the rows included in the list used to generate the report.
  • The Aggregation will by default be selected as Count, but this can be changed at the report creators option once the report interface opens.
  • The Group by field will be populated based on the specific column which was right-clicked in the steps above, to create the report.
  • The report Type, either Bar or Pie will be selected based on which option was selected from the pop-up menu when selecting to create the report.
  • The Source will be set as table and the Source table will be the table from which the original rows of data were originally displayed from.
  • The Name for the report will be derived from the table type, report type, grouping fields, and other data from the report but this can easily be adjusted as needed.
  • The sorting options for the report will also be based on the sorting as specified in the original list from which the report i to be derived.  Note that when a report uses Grouping or Stacking, that report can only be sorted by one of the fields in which the final report is to be grouped by or stacked by.  Thus, while the original ordering of the list used to generate this report will be stored  with the report, this ordering will be ignored if the report is not grouped or stacked by one or more of the same fields on which it was grouped or stacked by.

  New report based on original record list

From the report designer screen, all aspects of this report can be modified as needed, including the report type (additional reports other than just Pie and Bar chart can thus be selected), style information, grouping, aggregation type and any other configurable option for the report.  In fact, the report source type and table can be changed once the report creation interface is displayed for the new report.

After making all the modifications to the report as needed, the report can be saved, shared and used as any other report would be on this instance.

Final Incident Assignment Report