Report on a custom field

Count how many accounts, work orders or other records hold each value of a custom field, see how many leave it blank, and total or average a number field.

In the sidebar, open Settings, then choose Custom Fields under Records & Fields, and press Open reporting at the top of the list. The page address is /settings/org/custom-fields/reports. The page title reads Custom Field Reporting.

The page answers questions such as "how many customers picked each option of our Heating type field", "how many work orders are missing a PO number" or "what is the total of the Budget field across projects".

Before you start

• Your role needs the custom fields permission to open the page. The Subject list only shows the kinds of record your role can see.
• A field only appears here when it is active and has Reportable switched on under Behavior in its settings. See Edit, archive or restore a custom field.
• The report covers every record of that kind that you can see. Archived records, and records in branches you cannot see, are left out.

Steps

1. Under Subject, pick the kind of record, such as accounts or work orders. The first one you can see is picked for you.
2. Under Custom field, pick the field. When there are ten or more, a search box appears below the list; type part of the field's name.
3. Under Aggregation, pick what to work out. Every field offers Count. Number fields add Sum, Average, Minimum and Maximum. Date fields add Minimum and Maximum (the earliest and latest date).
4. Under Bucket limit, choose how many values to list: Top 12 values, Top 25 values or Top 50 values.

The report refreshes as soon as you change a choice. There is no run button.

What you see

• Four tiles: Records in scope (every record of that kind you can see), Records with value (how many have the field filled in), Missing values (how many leave it blank), and a fourth tile named after your aggregation that shows the count, total, average, lowest or highest value.
• A table headed with the field's name lists the most common values first. Records is how many records hold that value; Share is their percentage of the records that have a value. The line above the table says how many of all the different values are shown.
• Yes-or-no fields show Yes and No, and pick-list fields show each option's label. Text is grouped without regard to capitals and shown in lower case. Numbers show six decimal places, and dates show as year-month-day.
• The buttons at the top open the list for that kind of record, Global search, Definition governance (back to the custom fields list) and Export center, where you can download the records one row each.

If something looks different

• A message says no reportable custom fields are active for this subject, and Custom field is greyed out: no field of that kind has Reportable on. Open the field and switch it on.
• A field you expected is missing: it is archived, or Reportable is off.
• A kind of record is missing from Subject: your role cannot see those records.
• The table says no records have a value: nobody has filled the field in on the records you can see.

Open Custom Field Reporting