Create and Share Reports

Overview 

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 Insights > 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.

Use Conditional Coloring in Tabular Reports

Conditional Coloring allows report owners or report users with edit and admin access to apply color to tabular data based on field values used in the report (for example, Company stage), define value ranges for numeric fields (for example, , ARR), and either inherit or override color settings pre-applied from other sources such as Object settings, GDM, or Scorecards.

Note: Charts continue to display colors as per their built-in configuration and global settings.

To use conditional coloring in reports:

1. Navigate to Insights > Reports > Report List tab. 
2. Open an existing tabular report or create a new one where you want to apply conditional coloring. Click Run Report to display the data. For more information on how to create a report, refer to the Create Report section.
   
3. Click the Conditional Coloring Settings icon. The Conditional Coloring Settings left slide-out panel appears.
   
4. Select the Enable Conditional Coloring checkbox. Color settings that are pre-applied from other sources (such as Object Settings, GDM, or Scorecards) appear automatically.
   Note: Any changes made here apply only to the current report and do not affect other reports.
   
   From the Conditional Color Settings panel, you can perform the following actions:
   • Add or remove fields
   • Assign a color to a value or range
   • Reset a color value
   • Delete a color mapping
     
5. Click Add Field to add a new field. 
6. From the Select Value dropdown list, select a field. The list displays only fields that are used in the report and do not already have any color mappings.
   
7. Click Add Color to add a color value or range to a field. For a numeric field, define minimum (Min Value) and maximum (Max Value) to create a range. For a picklist or string field, select a field from the dropdown.
   Note: You can use the color box next to a value to modify its assigned color.
8. (Optional) Click the Delete icon to delete the color mapping. You can edit the pre-defined colors from other sources (example: Scorecard, GDM, Color Palette) but cannot delete them. 
9. (Optional) Click Remove field (X) icon to delete a field.
   Note: Use the Reset to Default option to discard local changes and revert to predefined settings. Charts continue to display colors as per their built-in configuration and predefined settings from sources (example: Scorecard, GDM, Color Palette) settings.
   
10. Click Apply Colors to confirm the selection. 
    Note: If the Enable Conditional Coloring checkbox is unchecked after colors have been applied, all conditional formatting is hidden from the report view. However, the configurations are retained and can be reused when the option is enabled again.
    

IMPORTANT

• Predefined color from sources (for example, Scorecard, GDM, or Color Palette) can be edited but cannot be deleted from reports.
• Conditional coloring is not supported for Date, DateTime, or Multi-select Picklist fields.
• Drilldown views and Explore Report capabilities do not support conditional coloring.
• When setting value ranges for color, the next range always starts one unit above the previous range’s max value.
• Colors configured in a report will not be retained when the report is downloaded or when used in JO, Success Snapshots, Sally, and Email Templates.

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 Select Users dropdown, search and add the users with whom you want to share the report.
5. Provide a Subject and a Note. You can use the rich text editor in the Note field to format your message. The formatting is preserved in the shared report email.
6. In the Share As section, select one of the following options:
   • Link: The report is shared through a link with the selected users. You can share the link as follows:
     • 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.
     • (Optional)In the Security & Access section, turn on the Enable OTP Verification toggle to add a verification step before users can access the shared content.
     • (Optional) Select the Turn Off Download checkbox if you want to prevent users from downloading the data.
       Note: The Turn Off Download and Select Domain settings apply only to Link shares and have no effect on Excel or Image share types.
   • Excel: The report is shared as an excel file with the selected users.
     • (Optional) In the Security & Access section, turn on the Enable OTP Verification toggle to add a verification step before recipients can download the file.
   • Image: The report is shared as an image with the selected users.
     • (Optional) In the Security & Access section, turn on the Enable OTP Verification toggle to add a verification step before recipients can download the file.
       
       
       
       For more information on OTP verification for each share type, see OTP Verification for Shared Reports.
        
7. Select the Share Type option:

• One Time: This option lets you share the report immediately. The shared link automatically expires in seven days.
• Schedule: You can schedule a report to be shared daily, weekly or monthly as follows:
  • 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.
• Select the start date and end date.
• Provide the details for sharing.

8. Click Share.

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 Insights > 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.

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

6. Provide a name for the new report.
7. 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.