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Create and Share Reports


Gainsight NXT - Articles Impacted due to July, 2023 Release

IMPORTANT UPDATE: Our documentation is being updated to match the new July 2023 release (v6.37) navigation changes. Technical Communication team is working diligently to align everything as soon as possible. Thanks for your support.

For more information about the latest UI changes, click here.


This article explains how non-admin users can use Self-Service Analytic to create reports.


Self Service Analytics enables you to create, edit and share reports. You can create reports only on the objects that have been assigned to you by the admin. While creating a report, you can choose from the list of visualization-types to make your reports more insightful and easy to consume. You can also apply filters on fields to streamline the data in your report.

Create Report

You can create reports by selecting the required Show Me and Group By fields.

  • Show Me: It is necessary to add one or more Show Me fields to create a report. Your report is created based on the fields added under this section.

  • Group By:  It helps you segment or slice the data added by the Show me fields. Group By fields should only be added after the Show me fields have been added. A maximum of 10 fields can be added to Group By

To create a new report:

  1. Navigate to Analytics > Reports.
  2. Click Create Report. 
  3. From the Select Object dropdown, select the object that you want to create report on.
    Note: Select Matrix Data to view Gainsight objects.
  4. A list of fields associated with the selected object are displayed.
  5. Drag and drop the required fields to the Show Me section. To know more refer to the Show Me section.
  6. (Optional) Drag and drop the required fields to the Group By section. To know more refer to the Group By section.
  7. Select a visualization type for your report. To know more about the visualization types, refer to the Visualization section.
  8. (Optional) You can add filters. To know more about adding filters, refer to the Filter section.
  9. Click Run Report to run the report. To know about more options, refer to the Run Report section.
  10. Click Save Report.
    1. Provide a Name for the report. This is the name that appears in the Repository, as well as in any menus or screens where the report is displayed.
      Limitation: To create multiple reports with the same report name, use an additional prefix or suffix and then save the report. 
    2. Select the folder if the folder is already created in the Reports Listing page. Otherwise, the report is saved in the Uncategorized folder.
    3. Provide a description.
    4. Click Save.

Show me

The following options are available for the fields added to Show Me:

  • Click the Settings/Gear icon next to the field label to update Field Display Name, Decimal Places, Column Calculations and Numeric Summarization
  • Hover on the field to see the changes made on the field. 
  • For Aggregated Reports, select the required Aggregation by clicking the Aggregation  type dropdown list. 
  • Click X, to remove a field from Show Me.


  • Based on object selection, you will see all of the fields and lookup fields associated with that object.
  • Fields added to Show Me can be reordered by dragging and dropping.

Lookup Fields: A lookup relationship is used to combine the fields from multiple objects based on a common field. For instance, in order to build a report on the Activity Timeline object to contain the ARR of the company, click + on GS Company Id and select the ARR.

Here, the objects Activity Timeline and Company are joined via the GS Company Id field which looks up to Company.

When users type in the Field name, the search functionality fetches the fields from the base object. To further extend your search on lookup objects, ensure that you expand the lookup object before you make a search.

Row Grouping: For dimension type fields added to Show Me, you can see an additional option called Row Grouping. Row Grouping in Reporting allows to visually group the rows/records in a report by a dimension type field without aggregating all of the other fields. For more information, refer to the Row Grouping section.

Group By

To slice and dice or segment the data in a report, add a field to Group By. A maximum of 10 fields can be added to Group By. A field will have to be considered Groupable by Salesforce and in MDA in order to use it in the Group By section. If a field is not added to the Group By section, you can only view the data in a table.

You can click the Settings/Gear icon next to the field label, to perform the following operations:

  • Change the Field Display Name by providing a new name in the textbox. The Field Display Name is the label that appears on your report.
  • Activate Pivot reports by turning on the toggle. This toggle is only displayed if there are two or more fields under the Group By section. To know more about Pivot reports, refer to the Pivot section.
  • Rename the chart labels in your reports using the Configure Aliases option. To know more about creating aliases, refer to the Configure Aliases section.
  • Activate the Row Grouping option. To know more about Row Grouping, refer to the Row grouping section.
  • Summarize your data by date ranges. To know more about this option, refer to the Summarize By section.


  • Once you add a field to the Group By section, all the fields in Show Me will get aggregated.
  • Drag and drop the fields from Show Me to Group By.
  • Hover on the field to view the details.
  • The following data types cannot be added to the Group By section:
    • Rich Text Area
    • Multipicklist
    • Measures (Number, Currency, and Percentage, etc.)
    • Address
    • URL


Pivot Report helps you quickly summarize large amounts of data. The pivot option is seen only when you have a minimum of two fields in the Group By section. And, you can apply pivot only on one field at a time. For more information on how to apply Pivot, refer to the Pivot section in the Advanced Report Settings article.

Configure Aliases

Aliases allows the renaming or customizing of your labels in the chart visualizations. For example, when you are sharing a report with your director, and your director may not be aware of the jargon used in the report. To make the charts/reports more contextual, you can rename labels in the reports. For more information on how to Configure Aliases in Reports, refer to the Configure Aliases in Reports article.

Row Grouping

Row Grouping allows you to visually group the rows/records in a report by a dimension type field, without aggregating all the other fields. Enable row grouping on the String, Boolean, Picklist and Date data types. For more information on Row Grouping, refer to the Row Grouping section in the Advanced Report Settings article.

Summarize By  

If a Date or Date Time field is added under the Group By section, an additional icon appears next to the Settings icon. This is the Summarize By icon that lets you summarize your data by Day, Week, Month, Quarter, Year and Fiscal Year/Fiscal Quarter. 

Apart from the objects listed below, you can summarize the date fields by Day, Week, Month, Quarter, Year and Fiscal Year/Fiscal Quarter across all of the Gainsight application areas.

  • Email Logs
  • Email Raw Events
  • Unsubscribed Emails

Fiscal Year: Filter the date field/time series data by Fiscal Year/Fiscal Quarter and summarize this data by Fiscal Year/Fiscal Quarter. The Fiscal Year label on the report displays either the Starting Year or Ending Year, based on the settings defined by your admin in the Application Settings page. For more information on Fiscal Year settings, refer to the Application Settings article.

IMPORTANT:  While building reports on Gainsight objects, Gainsight honors the Standard Fiscal Year Settings defined in Application Settings.

Visualization Types

Visualization types are dependent on the number of fields added to Show Me and Group By. To select a visualization, hover to the right of the screen and select the required visualization type from the following options.

  • Table   
  • Pie
  • Bar
  • Column
  • Line
  • Area
  • Stacked Bar
  • Stacked Column
  • Scatter
  • Bubble
  • Column Line
    Note: For more information refer to Column Line
  • Heat Map
  • Packed Bubble
  • KPI Widget
    Note: For more information refer to  KPI Widget
  • Donut:
  • Funnel
  • Gauge


  • The visualization types: Column, Line, and Area are always displayed in ascending order to enhance the readability of the charts.
  • The visualization types: Bar Chart, Column Chart, Line Chart, Area Chart, Column Line Chart, and Stack Chart show any unavailable data in the object as Data Not Available. It helps users to identify gaps in the report due to a lack of data availability, and take the necessary actions.
    6.37_HA_Enhanced Reporting Capabilities 3.jpeg
  • Apart from Table type visualization, you can see the Chart Editor option for all types of visualizations. Chart Settings differ from one type of visualization to another. For more information on Chart Editor and Chart Settings, refer to the Chart Settings and Chart Editor article.
  • Users can drill down and analyze data for all the gauge widgets in a Gauge report.  Any changes made to one of the widgets will reflect in all other gauge widgets in the report. For example, if new fields are added to one gauge widget, the same fields are also added to all other gauge widgets in the report. 
  • The following image describes the combination of Show Me and Group By fields required in a report, to generate each of the above mentioned visualizations.


Note: Graphical reports honor the custom colors, colors configured on Gainsight picklist items, and scorecard colors.

Add Filters

There are two types of filters available in Reports:

  • Filters on Fields
  • Filters on Measures

Filters on Fields

Allows you to filter the data on the fields from the selected object.

To apply filters on fields:

  1. Click Add Filters on Fields. The Configure Report Filters window appears, click the Filter on Field tab to apply filters on a field.
  2. Click Add Filter.
  3. From the Field dropdown list, select the required field (fields from selected source object).
  4. From the Input Type dropdown list, choose either Value or Field. If you choose Field, you can select a Target Field.
  5. From the Operator dropdown list, select the required operator.
  6. If Value is chosen as input type, enter the required value in the Value text box. 
  7. If Field is chosen as input type, from the Target Field dropdown list. select a target field. 
  8. Filter by Custom, Calendar or Fiscal Year: In the Report Builder, when you filter on date fields, you can set a custom date, select calendar year, month or week or fiscal quarter or fiscal year from the dropdown list of your choice. 
  9. Select the Checkbox next to the Value/Target Field to include Null values.
  10. Click Save.

Filters on Measures 

Allows you to filter the data on aggregated fields (fields in Show Me).

To apply filters on measures:

  1. Click Add Filters on Measures. The Configure Report Filters window appears, click on the Filter on Measure tab to apply filters on a measure field.
  2. Click Add Filter.
  3. From the Field dropdown list, select the required aggregated field.
  4. From the Operator dropdown list, select the required operator.
  5. Input the data in the Value text box.
  6. Select the Checkbox next to the Value text box to include Null values.
  7. Click Save.

3. Measures.png

Locked Filters: Filter value remains fixed and cannot be changed in the consumption area such as Dashboards page. Click the lock icon to lock the filter.

Unlocked Filter: The value can be changed in the consumption area such as Dashboards. Leave filters unlocked to allow end users to change the value.

4. Unlock.png


  • Add more filters by clicking the + icon next to the Value text box.
  • Delete a filter by clicking the x icon.
  • Add advance filters such as (A OR B) AND C, type in your desired expression in the Advanced Logic text box.
  • If there are no fields in the Group By, filters on measures cannot be applied.
  • By default all filters are unlocked.
  • If you are using dates in the filters, place them first to optimize the query.
  • If you are using the operators 'contains' or 'equals,' place them last in the filters.
  • Contains Operator can be applied only on the following data types: String, Email and URL.
  • If you delete a filter, the advanced logic is reset to AND.

Run Report

To Run a Report, click Run Report or click on any available visualization icon on the right side. If you click Run Report, by default data is displayed in a table type visualization.

The following options are available in the Tabular Reports:

  • Search: Type in the keyword and search for any record within the report, and you can also apply search filters based on your requirement.
  • Sort: you can sort for any column in the report. 


  • Only the records displayed on the current page will be sorted when sorting by a picklist. You can use the Pagination option to determine the number of records that are visible on each page.
  • In pivoted reports, only the records on the current page are sorted when sorting is applied on any of the fields under Show me.
  • Maximize: View the tabular report in a full-screen view by clicking the Maximize icon.
  • Settings: Click the Settings/Gear icon on the upper left corner of the report to apply the Grid Settings. In Grid Settings, you can configure the following:
  • Grid Options: Enable or disable the First Column Freeze and/or Text Wrap.
  • Ranking & Sorting: Configure the Ranking and Sorting options as required. For more information on Ranking and Sorting, refer to the Advanced Report Settings article.
  • Refresh: clears all the applied sort and search filters.
  • Pagination: If there are too many records, use the pagination tool to navigate through different pages and view multiple records, in a set of 50, 100 or 200 on a single page, based on your selection.

Share Report

Once you have saved your report, you can share it with other users as a link, excel file or as an image as follows.

  1. Click the three-dots vertical menu.
  2. Select Share Report.
  3. Navigate to the Share tab.
  4. In the Choose Users fields, search and add the users with whom you want to share the report.
  5. Provide a Subject and a Note.
  6. From the Share As dropdown, select one of the following options:
    1. Link: The report is shared through a link with the selected users. You can share the link as follows:
      1. In the Select Domain field, select the domain. For more information on how to set up a Domain, refer to the Setup a Gainsight Domain article.
      2. (Optional)Select the Enable OTP Verification checkbox, if you want users to access the report link through OTP.
      3. (Optional) Select the Disable Download checkbox, if you want to refrain users from downloading the data.
        Note: This option is not editable if the admin has already deactivated it.
    2. Excel: The report is shared as an excel file with the selected users.
    3. Image: The report is shared as an image with the selected users.
  7. Select the Share Type option:
    1. Share now: This option lets you share the report immediately. In case, the report is being shared through a link, you can also set the expiry date.
    2. Schedule: You can schedule a report to be shared daily, weekly or monthly. as follows:
      1. Select the frequency:
        • Daily:  Share the report either Every Weekday (Mon - Fri) or Everyday.
        • Weekly: Select the preferred day in a week to share the report on a weekly basis.
        • Monthly: Select a preferable date or day in a month to share the report on a monthly basis.
      2. Select the start date and end date.
      3. Provide the details for sharing.
  8. Click Share.

Manage Shared Reports

You can manage reports shared through links as follows:

  1. Click the three-dots vertical menu.
  2. Select Share Report.
  3. Navigate to the Manage tab. You can see all the details of the shared report (shared through link).
  4. Click the three-dots vertical menu,  to perform the following actions:
    1. Edit: You can edit the settings of the shared report.
    2. Delete: You can revoke the user access to the shared report.
  5. Click Share.

Edit share.jpg

Explore Reports

You can create reports using existing reports created on the same object. Existing reports can be cloned and then modified as per the requirement. Changes made to the cloned report are private and not reflected in the original report.

To reuse a report:

  1. Navigate to Analytics > Reports.
  2. Click the Create Report button.
  3. From the Select Object dropdown, select the required object. 
  4. Click the Explore Reports option. All the reports created on the selected object that you have access to are displayed.

Reports 2023-01-10 at 11.22.42 AM.jpg

  1. Select the report that you want to reuse by clicking the Use this report option

use this report.jpg

  1. Provide a name for the new report.
  2. Click Save.   

Add Reports to Dashboard

You can also add the reports to Dashboards. For more information on adding reports to Dahboards, refer to the Configure Dashboards article.

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