This article refers to legacy table reports. Visit New style table reports to learn about the updated experience.
To make most changes to a legacy table report, you can modify it by manipulating elements directly on the report. Quickbase lets you add, remove, and change columns without leaving the report display. See your layout changes as you make them. To modify other types of reports or to access some advanced controls (like matching criteria) you need to make changes within the Report Builder. The Report Builder offers more features, so if you don't see a way to do what you want from within the report itself, click the Customize this Report link on the page bar.
Note: If you are viewing a report on a table Home page (the title in the page bar will read Table Home), many of these options are not available. To edit the report, click Reports in the page bar, and open the report.
Tip: Any user can edit or save a report. Personal reports are visible only to the user who created the report. Users with "Save Common Reports" access permissions can save changes or create reports that are available to other application users. Read more.
To change column settings on the report itself
Quickbase lets you modify your report directly on the report display itself. You can:
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Move a column. Select a column heading and drag the column to the desired location. Quickbase outlines the column heading in yellow. Drag it to the new location, which is indicated in green.
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Set the sort order. Want to order your report according to the values in a particular field? Click on a column header to sort by that column.
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Perform table actions. Use the dropdown menu on the column heading
to:
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Group records alphabetically
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Hide a column or add a new one
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Move the column onto a new table
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Adjust column and field properties
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Set grouping options. Want to order your list according to the values in a particular field? Click on a column header to sort by that column. To group on the values in a particular field, click on a column heading menu
The field type determines what menu item will display here. So, if you click on a numeric type field the option reads Group low to high. Likewise, if you select a date type field the option reads Group oldest to newest.) Read more about sorting and grouping.
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Hide a column. Use the column heading menu to remove a column from the report.
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Add a column. Use the column heading menu to add a column from this table or a related table.
Choose a field (or fields—you can select more than one) from the list that displays. Quickbase inserts the column(s) to the right of the column you clicked on.
Tip: If you want, add a field from another table! If the table you're viewing is part of a relationship, you can create and display a lookup field here in one stroke. Read more about lookup fields.
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Make a new table based on the current column. Have you found that one table isn't enough? Often application managers find that the information they've been tracking in a field really belongs in its own table. Read more.
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Set column properties. Use this option to format the way the column displays in this particular report. Quickbase displays a dialog box to format the column. You can:
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Change the label. Within the Column Properties dialog, type in the name that you want to display at the top of the column (300 character limit). This name will appear above the column in this report, and if you save this report as a spreadsheet. The field name remains the same.
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Set column alignment. Tell Quickbase exactly how values in a column should line up. Click the Justification dropdown to align values on the left side of the column or the right or to center the label and contents.
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Edit this field's properties. Read more about editing field properties.
When you've got the report looking like you want it to look, click Save in page bar. Or, you can save your settings as entirely new report, by clicking Save > Save as. Quickbase prompts you to name the report and specify whether or not it should be a Personal report (which only you can see) or a Common report (available to other application users). If Common report is not an option, then your application manager hasn't granted you permission to save reports visible to other users.
To edit a report in the Report Builder:
Editing a report on-screen is a fast way to format columns and set ordering. However, the Report Builder offers all the controls you need for precision reporting.
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Open the report in the Report Builder. You can do so in one of the following ways:
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(for Common and Personal reports) If the report is displayed in your browser, click the Customize this Report link on the page bar.
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(for Common reports only) In the sidebar, click the table featuring the report. Click Reports on the page bar to display a list of reports for that table. Click the name of the report to open it.
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(if you have temporarily hidden the report) Go to the Manage Reports app settings page (which lists all reports in the app) or the Reports & charts table settings page (which lists all reports for the table) and click the report name.
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(for reports shown on the table home page) In the sidebar, click the table name. Click Customize this Page in the page bar, then click the Edit settings link.
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(for reports shown on the app home page) Click Home in the sidebar to display the app home page. Click the options menu on the report (see image) and choose Customize report.
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Make the necessary changes. You can set:
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initial filter criteria – These filters are applied before the report is displayed.
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dynamic filters – These filters are available to people viewing the report.
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a drilldown report – When editing summary and chart reports, you can choose a report from the dropdown in the Drilldown Report section. Quickbase uses the default report if you don't choose another report. You can also choose None to disable drilling down from the report.
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When you're done, click Display to view the results of your modifications. If you don't like the results, click the Customize this Report link again to make further edits.
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When you are satisfied with how the report looks, save it by doing one of the following:
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If you've displayed the report, you can save without returning to the report builder. To do so, click Save above the report. Or if you want to save your changes as an entirely new report, click Save > Save as.
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To display and save at the same time from within the Report Builder, click Save in the page bar.
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Tell Quickbase how to save the report.
Whenever you save a report, Quickbase displays a dialog box.
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If you want to save the report for your reference only, type in a name and select the Personal report radio button. Click OK.
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If you want other users to see your report, type in a name, select the Common report radio button and click OK.
You can only save a common report if the manager of the application has granted you permission to do so. When you save a common report, you don't need to share it with absolutely everyone. Quickbase prompts you to select the roles that should see it. To share with all application users, select All Roles. (An Application Manager can change which reports a particular role can access at any time. To learn how, see Specifying which reports a user can access.)
To help others understand what your report shows, type in a description. If you want the description to display above the report, select the Show description when displaying report checkbox.
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FAQ - I edited a report and saved it, but Quickbase reverts to the old format. Why won't the program save my changes?
In certain situations (like when you click a report link field, or when you conduct a Find operation, for example) Quickbase displays results using reporting defaults you specify for each table. You cannot change these defaults by clicking Customize this Report or rearranging columns directly on the screen. When you do so, Quickbase actually creates a new report, but makes no changes to your reporting defaults. You can change reporting defaults, however. Read how.