State Change Reports

The State Change report displays the state changes for primary items that meet the report criteria. The State Change report results show the item id, each state in which an item resided, and the amount of time an item resided in each state.

Content Options

The following options are available in the Content area for State Change reports.
  • Report Item Type

    Indicates the application the report is based on.

  • Report Project

    For reports based on primary tables, the project you select when creating a report determines which items are returned in your report. The project selection also determines where the report is stored and which users can access the report. For example, if you select Project A, only users who have privileges to run reports in Project A can run the report.

    For details, refer to Selecting a Report Project.

  • Select States

    Limits the report output to the selected states.

  • Select Columns to Display

    Select fields from the primary table to appear as columns in your report results. To select or deselect a field, move it to or from the right-hand box using the arrow buttons.

    Note: The field will display the value that the item had at the exact state (not the latest value), or it will be empty if no value was set when the item was submitted.
  • Set Custom Field Widths

    Optionally, specify the width (in pixels) for the columns in your report.

Search Filters

Select the following options for creating a search filter for your report:

Option Description
Include Items From Sub-projects Select this check box to include items from sub-projects of the project selected from the Report Project list.
Show Search Filter In Results Select this option to display your Search Filter settings in the output of the report. This option allows report viewers to see which filters are used in the report. It is also helpful when you select to print a report, since it displays which Query At Runtime parameters were selected.
Limit selections using field dependencies and project selections Select this check box to filter field values based on field-type dependencies and the project selected for the report. When you add an independent field to the search filter, the value you select determines the available values for any dependent fields that you add to the search filter.
Note: Changing this setting does not affect values that have already been selected.
Use Basic Conditions Allow you to define a search filter by making selections from the list of fields. For detailed information about using basic conditions, refer to Using Basic Conditions in SBM Reports.
Use Advanced SQL Conditions

(on-premise customers only)

SQL (Structured Query Language) is an industry-standard language for selecting records from a database. For detailed information about using Advanced SQL conditions in SBM reports, refer to Using Advanced SQL Conditions in SBM Reports.

Note: You can change the type of condition the report uses, but your search criteria is not converted. For example, if you specify an Advanced SQL condition, and then select the Use Basic Conditions option, your Advanced SQL is not converted to a basic condition.

Sort Options

Select the Always Perform a Primary Sort by Project check box to sort items by project hierarchy. This option is only applicable if you include multiple projects in your report.

If you clear the Always Perform a Primary Sort by Project check box, items are listed randomly.

Additional Options

The following options are available in the Additional Options area of the State Change report form. These options can be considered "advanced" report options.

  • Calculate Days [days] hh:mm:ss

    Select this check box to display the amount of time each item has resided in a state in days, hours, minutes, and seconds. If the Calculate Days check box is not selected, elapsed time appears in hours, minutes, and seconds.

  • Repeat Item IDs

    Select this check box to show the item ID for each line of data. Use this if you plan to export the report to another application, such as Microsoft Excel.

  • Hide Project Titles

    Select this check box to hide project hierarchy headings in the report. Use this if you plan to export the report to another application, such as Microsoft Excel. You cannot clear the Hide Project Titles check box if the Always Perform a Primary Sort by Project check box is selected.

  • Footer
    Optionally, supply a footer for your report.
    Note: The footer renders some common HTML tags such as <i>, <b>, and <font>. However, this means that character entity references such as >, <, ", and & are not encoded in the footer. Therefore, in order to display <Some Text> in the footer, you must send the following encoded sequence: &lt;Some Text&gt;.
  • Optional HTML Template
    This drop-down list contains HTML templates for customizing the look of your report. Provided templates include excellist.htm, which improves the display of Listing report results when they are exported (by right-clicking the report output and then selecting Export to Microsoft Excel), and massselectlist.htm, which provides buttons at the top of the page, enabling you to select or clear the check boxes for all items in the results list. Your administrator can customize report templates, and the templates in the list may or may not apply to the type of report you are creating. Select the template from the drop-down list.
    Note: This option is available for applicable report types in the SBM User Workspace and for Listing reports in SBM Work Center.
    If you change the HTML template in a report that is pinned to a menu or on a dashboard in Work Center, the change is not reflected in the affected report. You must re-pin or re-add the updated report after you save the template change.


The following information and options appear in the Item List pane for a State Change report:

Field Description
Project Hierarchy The project hierarchy is included as column headers if you do not select Hide Project Titles check boxes on the report form. The project hierarchy is provided for each project in the item list, and primary items that match the report search parameters are listed in the project in which they reside. Projects in the hierarchy that do not have items that match the criteria do not display.
Primary Item This column shows the Item ID and provides a link to detailed information about the item. If the Repeat Item IDs check box is selected on the report form, the Item ID for an item appears as a link, followed by repeated Item IDs in plain text.
New Value This column shows different states in which the item has resided. States are listed.
Timestamp of Change This column shows when the item was transitioned to the state listed in the New Field Value column.
Elapsed Time

This column shows the elapsed time an item resided in a specific state, the total elapsed time for each item, and the amount of time elapsed between the time an item was submitted and the current date/time. Elapsed time appears in days, hours, minutes, and seconds if the Calculate Days check box was selected when you created the report. If the Calculate Days check box was not selected, elapsed time appears in hours, minutes, and seconds. Note that if the Submit Date and Close Date fields are not available in your application, elapsed time for submit to close date is omitted from report results.

Note: If you do not have privileges to view data from specific fields, the information appears as asterisks in the report.