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Report Settings & Advanced Options

This article focuses on the settings and advanced options available in the Report Builder. To get started using the Report Builder, refer to How to Build Basic Reports.

Set Aggregations for Individual Columns

Add Column Calculated Function values (column aggregates) to tabular reports. In the report builder, for any numeric field in a tabular report, Admins can set aggregations (sum, avg, median) for individual columns. To set column totals, click the Settings/Gear icon next to the field label, then under Column calculations select the aggregation that you would like to see. For example, you can select Sum, Average, or Median option (function) to appear in the column totals.

Set Aggregations for Individual Columns

The column aggregate values will display in reports on the Customer360, Gainsight Dashboards, and Success Snapshots; but are not available in CSV exports. Column totals work across all SFDC and MDA objects.

Note: Currency and Percentage symbols are now supported in the Report Builder and also when you export the report to PowerPoint. These symbols will appear in headers when you export to CSV/Excel.


  1. Column Calculated Function values are not supported for Pivot reports that are visualized in Tabular format or any other chart visualization. Additionally this feature is not supported when you export such reports using a CSV or Excel sheet.
  2. Works only with Tabular reports.
  3. For SFDC, it displays the Column Calculated Function values for only up to 2000 records, whereas for MDA it displays Column Calculated Function values for records up to the limit that is set in the Tenant Management.


To filter the data that is being displayed on the graph, click the Filter icon on the left. Two types of filters are allowed:

  • Design Time Filter Filter remains fixed and cannot be changed in the consumption area such as Gainsight Home. Click the lock to lock this filter.
  • Run Time Filter The value can be changed in the consumption area such as Gainsight Home. Leave filter unlocked.
  • Pick the field you want to filter on, choose the operator and then pick the data and click APPLY.
  • Filter by Current User or Other Users: In Report Builder, when you filter on user fields, you can now select current user and other users. Current user is the logged in user and other users refers to the rest of the users in your organization. You will be able to see these options in objects related to users. For example, Created by ID(Salesforce), ID, Name, Email(MDA), and so on.



  • By default all filters are unlocked.
  • If you are using dates in the filters, put them first to optimize the query.
  • If you are using the operators 'contains' or 'equals' make it the last filter.
  • In reports created from MDA objects, standard filters such as 'Last 7 days', Last 30 days‚ and so on are extended to all the operators(<, >, <=, >=). Previously, these filters were available only for equals (=) and not equals(!=), but now we have extended support to all the operators in the filter area.
  • All filters added on normal fields will be automatically added to the upper section of the filter bar in the report builder.
  • All filters added on aggregated fields will be automatically added to the lower section of the filter bar in the report builder.
  • By default, the operator between multiple filters is AND. You can change it to an OR statement by typing in the text field in the top right.
  • Normal fields are numbered from A, B,... Z and aggregated fields are numbered from 1, 2, 3. If you want to apply an OR between the filter conditions, or if you want to add advanced filters such as (A OR B) AND C, type in your desired expression in the text box adjacent to the aggregated and non-aggregated filter section.

Row Grouping

Row Grouping in Reporting allows you to visually group the rows/records in a report by a dimension type field without aggregating all the other fields. This feature feature is visible when you click the gear icon on the dimension type fields added to Show Me.

You can enable row grouping on the following dimension data types:

  1. String
  2. Boolean
  3. Picklist
  4. Date

To enable Row Grouping:

  1. Click the Settings/Gear icon on the required dimension type field added to Show Me.
  2. Switch ON the Enable Row Grouping toggle button.
  3. Click RUN. You will see the visual hierarchy of the Account and its details grouped by Stage Name.

You can minimize and maximize the records in each group by clicking Minus (-) and Plus (+) icons respectively. You can use the - and + on top left to minimize all the groups in the table.

Business Use Case1.gif


  • If you have enabled the Column total for any of the fields, you will see the Sum Total at the end of each group.
  • You can export the row grouped tables via Excel Exports, Success Snapshots and Dashboard PPT exports.
  • The number of records and the column totals displayed for each group are calculated for all the data in the group, and not just the records visible in the current page.
  • Assume, your records are displayed in two pages because of pagination.  Minimize action only minimizes the records in the current page. It does not bring the data forward from the next page.


  • You can apply row grouping only on one field at a time. Assume, you have applied row grouping on Field 1, and if you try applying again on Field 2, the row grouping applied on Field 1 automatically gets disabled.   
  • Once you enable row grouping, the pivot gets auto-disabled.
  • Row grouping is not supported in CSV exports.
  • Column search is limited only to the records presented on the UI, but not on the entire dataset from the server-side.
  • Row grouped reports are not visible in Sally and Copilot.


Pivot feature is visible when you click the gear icon on the By fields, and you can see this option only when you have a minimum of two fields in the By section. You can apply pivot only on one field at a time. For more information on how to create Pivot tables within data that has been exported from Gainsight as an excel document, see the Microsoft tutorial Create a Pivot Table to analyze worksheet data.

You can pivot reports on the entire dataset from the server-side. There is no row limit for pivoted reports.

Note: The maximum number of pivoted columns visible in a report are 53.

Use Case: For example, when you create a report on Pageviews and pivot by Date, previously, the pivot was applied only to the Accounts presented in the UI, but now, pivot is applied across all of the accounts in the entire dataset.



  • Pivoting on SFDC objects, and the following MDA objects: Email Logs, Email Raw Events and Unsubscribed Emails will work as it was working previously.
  • You cannot Pivot the reports on which ranking is applied.
  • You cannot apply Ranking on pivoted reports.

Configure Drill Downs

Click on any point in a graph or widget to see a drill down of the data associated with that data point. Once in the drill down, you can click on the three dots to see a list of available fields to add or remove from the table. Click Apply after you have made your selections. The drill down table will display your selections when users click on a data point on the graph. Your drill down view is sticky or preserved when you click into other data points in that report. For a quick video demo of how the drill down works, click here.

Drill Down.png

You can even control the order of the columns in a drill down view, the selected view remains sticky only for SFDC objects but not for MDA objects. 

Drilldown_Order of Columns.gif

You can download an Excel sheet report using the download icon.

Note: Reports containing 2,000+ records will export in CSV format.


Ranking would be used if you only want to include Top x or Bottom x records based on a particular field in the report.

To configure Ranking:

  1. Click the Settings/Gear icon.
  2. Select Ranking.
  3. Select the field that you’d like rank your report on and set Top x or Bottom x based on your requirement and click APPLY.

Click X on the upper right corner, to close the Ranking Window.

If you want to remove the previously applied "Ranking":

  1. Click the Settings/Gear icon.
  2. Select Ranking.
  3. Click CLEAR.


Other Settings

Export Scorecard Mass Edit Reports

Admins can now export scorecard mass edit reports as CSV files from the Report Builder and also from Dashboards.

Note: This feature was already available for the Account Scorecard (Scorecard 1.0) from the Gainsight Home page.

  1. In Report Builder, select Scorecard Fact as the data source.

  2. Select the Scorecard Mass Edit option from the new Report Type drop-down list.

  3. Click the Settings/Gear icon.

  1. Click the Export as CSV option to export all of the selected features with/without group in the Show me section. The scorecard will be emailed to the logged-in user.  Refer the following image to see a sample email with the .csv file attached.

Normalize Graph: Line Charts

For time series data represented by a line chart, you have the ability to normalize the graph. To normalize, click the Settings/Gear icon, and check the Normalize option, as shown below. Before turning on the Normalize option, the line report shows actual data points and their increases/decreases over time. After turning on the Normalize option, the first value in the result represents the baseline or zero. Subsequent values are represented as a % increase/decrease of the first value. Normalization allows you to figure out whether the values have been increasing/decreasing and by what % which reference to the first value.

Normalize Graph: Line Charts

Show Percentages: Stacked Bar and Column Charts

For stacked bar and column charts with 2 fields in the By section, you have the ability to show bars/columns in percentages. The Show percentage option is accessible under the Setting/Gear icon, as shown below. 100% Stacked bar charts are useful when you want to compare ratios across different segments, like by CSM, Region, or Quarter. (In the example above, more high risk customers are in the Adoption stage than others, and everyone in the renewal stage is medium risk.)

Show Percentages: Stacked Bar and Column Charts

Cumulative Data

You can switch the Show Cumulative toggle button to ON state if you want to visualize the cumulative data. This functionality adds the present data to the previous data. For example, if your monthly revenue for the month of October, 2015 was $20000 and the monthly revenue for the month of December, 2015 was $40000, the visualization chart will display the December, 2015 revenue as $60000.

Cumulative Data

View Milestones (Account and Relationships)

You can view milestones for an account or relationship. This feature is applicable for Line, Area, Bar, and Column charts.

To enable the Show Milestone option:

  1. Navigate to Administration > Report Builder > [click edit on the relevant report].
  2. Select a base object.
  3. In the Show me section, select your required fields.
  4. In the By section, select a Date field. This step is mandatory to view the milestones. Alternatively, you can use the Summarized By option on the date field.
  5. (for Accounts) Navigate to the report in the relevant C360 section. Users will be able to see a new option called Show Milestone.
  6. (for Relationships) Navigate to the report in the relevant R360 section. Users will be able to see a new option called Show Milestone.
  7. Set the Show Milestone switch to ON.


  • When you export a report, the milestones do not appear.
  • The option to view Milestones is available only on SFDC and MDA objects where account mapping is done. It will not show up in MDA objects where account mapping is not done.
  • Summarized By option will not be available in the Chart Options.

Summary Widget

Under Visualization type, there is a new Widget option. Widgets work with 1 Show me field, no fields in By, and when an aggregation is selected on the Show me field. You can save these reports and add them to a dashboard as a widget. You may display up to four widgets per horizontal row in Dashboard containers

Summary Widget

For example, you can generate a report on the Average Annual Revenue for a particular account and use the Widget visualization, as shown in the following image. You can save widget reports and use them in a dashboard as a widget. Values in the widgets will change dynamically based on end-user filtering in Dashboards.

Note: You cannot export a Dashboard or Report that contains a Widget.

Freeze First Column in Tabular Report

In Report Builder, the first column in a tabular report can be frozen, using the option Freeze First Column option. This feature is helpful when you have a lot of fields in the Show me section, and while you scroll to the right to view all of the columns in the report, you want the first column to remain visible.

Search Tabular Reports in all Consumption Areas

In all tabular reports, Gainsight provides support to search for any record within a report that has more than 2000 rows. Lookup, SFDC id, longtext, or Picklist of SFDC results will be obtained from the entire dataset and not just from the data available. The search result will be displayed only upon pressing Enter after the search term is entered. (The following image shows the tooltip: ‘Press Enter to Search’ on UI). If the report has fewer than 2000 rows, the search results displayed will be narrowed as you type each letter.

Note: Partial DateTime search will display an error message. If there are more than 2000 records, the date picker may be used if you selected the Date/DateTime data type fields in the Show me or By section.


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