Create a Table Report

When you create a Table report, QuickBase makes it easy to display only those records you wish in the format you prefer.

To create a table report:
  1. Choose a table from the Table bar.

  2. Click REPORTS & CHARTS to open the reports panel, then click + New.

  3. In the dialog, select Table and click Create.

  4. Tell QuickBase what fields (columns) to include.

    What information do you want to show? Use the Columns section to tell QuickBase which columns (fields) you'd like to display and in what order. Read how.

  5. Tell QuickBase what records you want to see.

    If you want your chart to show only a certain kind of record or only records that meet specific conditions, you can tell QuickBase so in the Report Builder's Filters section. For example, maybe you only want to show sales figures for a specific period of time, like the last quarter. Or maybe you'd only like to see sales of "widgets" and not your other products. To make choices like this, go to the Filters section and select Filter records. Then make the selections you want. Read how.

  6. Tell QuickBase what fields you'd like to show as dynamic filters on the report.

    You can show the default dynamic filters, or no dynamic filters, or choose a custom set of dynamic filters. To show a custom set, select Custom, then make the selections you want. Read how.

  7. Tell QuickBase how to order records in the report.

    Within the Sorting & Grouping section you can set the reports sort order and also organize records into groups. Read how.

  8. Set output format.

    Note: If the application manager has not granted you the right to export data, you can't select an alternate output format. QuickBase will only display your report in a browser.

    Most of the time, you won't want to make a change here. However, if you want to output to something other than QuickBase's standard report display, you can. To see what's possible, go to the Options section. Make a choice from the Format dropdown:

  9. Set other display options.


    Report Builder Section


    Hide main table and show only summary table

    Sorting & Grouping

    The Main Table is the report you've been designing, so most of the time you'll want this checkbox turned off. Some report designers select this checkbox and the one beneath it, Show summary table based on the grouped columns. Doing so shows only Totals and Averages tables. However - if it's a summary report you want, you can create one instead of a table report.

    Note: If you have a lot of data, it's better to create a summary report than to hide the main table. Why? The entire table report must be generated and summarized, even though you're only showing the summary table.

    Show summary table based on the grouped columns

    Sorting & Grouping

    Select this option to display the summary table beneath the main table you've designed. (What's a summary report?) The Sorting/Grouping options set in your main report determine the rows that appear in your summary table. Columns in the summary report are always numeric fields. In order for a summary report to appear, your main report must have Grouping options set. Also, one or more numeric fields must have at least one of the Totals and averages options turned on in field property settings. (Read about configuring numeric fields.) If numeric fields use both those options in your report, two summary tables appear: one that shows totals and one that shows averages.

    Display only new or changed records


    Select this option if you want the report to contain only records that have been added () or changed () since a user's flags were last cleared.

    Hide totals & averages


    Select this option to hide all total and average rows on the main table in your report.

    Allow editing records from this report


    Select this option to hide all edit buttons () in your report.

    Allow viewing records from this report


    Select this option to hide all view buttons () in your report.

    Report caching


    Select this option to specify how, or whether, caching will work in this report. You can use the default caching behavior, specify a refresh interval in seconds, or turn off caching completely.

  10. If you want, create a calculated (formula) column for the report. To do so you must choose Custom columns in the Columns section, then select the Define a calculated column checkbox.
    Adding a calculated column brings the power of QuickBase formulas to report design. Read why you'd want to add a custom column and learn how.

  11. If you want, color code records in your report according to their values using Highlight records based on criteria. For instance, highlight all high priority items in yellow. You set this up using a simple QuickBase formula. Read how.

  12. When you're done, click Display in the Page bar to view the results of your modifications. If you don't like the results, click the Customize button at the top of the page to return to the Report Builder.

  13. Save the report. To do so, you will need to supply a name for the report, and whether you're saving the report as Personal (only you can view it) or Common (others can view it). Optionally, you can also assign the report to a group.

    About saving Common reports:

    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 allow absolutely everyone access to it. 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, turn on the Show description on report page checkbox.

Once you've created your report, it's easy to manage. You can modify a table report at any time. You don't even need to open it in the Report Builder! Add a column, change sort order, move columns around. Read more on editing reports.

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