Reporting → Using Custom Reports → Report Reference → List Reports → Transition Reports

Transition Reports

Transition reports enable you to search for items based on the transitions performed on the items, the users who transitioned the items, and when the items were transitioned. For example, you can create a report that shows all items that you assigned or rejected in the past week.

Content Options

The following options are available in the Content area for Transition reports.

  • Report Item Type

    Contains the primary table for the selected application. Select the table that contains the information for the report.

  • 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 Columns to Display

    Select the fields to display as columns in your report results. The available fields are Timestamp of Change, Transition, and User Making Change, as well as the fields from the primary table.

    Refer to Selecting Fields to Display as Columns in the Report.

  • Set Custom Field Widths

    By default, the width of field columns is set automatically based on the size of your browser window and the number of fields displayed on the report. You can force the column for a selected field to be larger or smaller by specifying an absolute width in pixels.

    To change the display width of a field, select a field in the left pane, and then click the Set Custom Field Widths link to specify a display with in pixels for the field. You can then move the field to the right pane.

  • Time Period

    Specify a time period for the report. You can either specify a fixed period using a date range or a time period based on a number of days, weeks, or months that have passed prior to running the report.

    • Fixed Period
      • Start Date

        This field is required; however, the time of day is optional. Click the calendar icon to select a date, enter a date specification using the format indicated below the input field, or click Date/Time Keywords to use date values that are recalculated instead of a fixed date when the report is executed. You can also type custom values, such as Minus 5 or Plus 5 (with a different number, if desired) to use custom plus and minus values.

        Select the Query At Runtime check box to require users to enter the Start Date when the report is executed.

      • End Date

        This field is optional. If you do not specify an end date, the report uses the current date. Click Date/Time Keywords to use date values that are recalculated instead of a fixed date when the report is executed.

        Select the Query At Runtime check box to require users to enter the End Date when the report is executed. You can also type custom values, such as Minus 5 or Plus 5 (with a different number, if desired) to use custom plus and minus values.

    • Relative Period
      • Last

        Enter a number of preceding days, weeks, or months to limit report results.

  • Select Transitions
    Select one or more transitions to use for the report.
    Note: Duplicate transitions may appear in the list if they originate from different start states. In this case, the start and end states appear after the transition in parenthesis.
  • Select User Making Changes

    Optionally, limit the report to one or more users who performed the selected transition(s).

Search Filters

Search filters enable you to narrow your search for items. Depending on your privileges, you can define basic conditions or Advanced SQL Conditions.

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.

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. This option is not available for reports created against auxiliary tables.
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 use the project's field dependency rules.

For example, in Project A, the Priority field has a dependency with the Severity field. The dependency states that when the Severity field is Critical, then the Priority field must be 1 or 2.

You create a report on Project A and add a Search Specification of Severity in Critical. Then, you add a Search Specification for the Priority field. The available Field Values for the Priority field will be limited to 1 and 2.

Changing this setting does not affect values that have already been selected.

Restriction: Dependencies are only honored for fields that have the Allow searching option selected in the field definition.
Use Basic Conditions Enables 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.

Sorting Options

Sort options enable you to sort search results based on values in selected fields. For example, you can sort items by the user who transitioned the items.

Tip: The fields you select for sorting are independent of the fields you select to display. For best results, you should display the fields you choose for sorting. For details, refer to Content Options.

The following sorting options are available:

Option Description
Sort by/Then by From the drop-down lists, select the fields for which you want to sort report results based on field values. To specify the sort order for each field, select Ascending or Descending from the drop-down list next to the field.
Always Perform a Primary Sort by Project If you include multiple projects in the report search filter, select this check box to sort items by project hierarchy. If you clear the Always Perform a Primary Sort by Project check box and do not provide other sorting criteria, items are listed randomly.
Enable Dynamic Column Sorting Select this check box to display column headers as links. Click to sort the data in ascending or descending order. Your administrator determines if this option is available.
Tip: To sort projects alphabetically rather than hierarchically, add the Project field to the Select Columns to Display box on the Content area of the form, clear the Always Perform a Primary Sort by Project check box, and then select the Enable Dynamic Column Sorting check box. After running the report, click the Project column to sort the items alphabetically by project.

Additional Options

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

  • Hide Project Titles

    Select this check box to prevent the project hierarchy headers from displaying on the report. You must select this check box if you select the Always Perform a Primary Sort by Project check box.

  • Remove line breaks from memo/text fields

    Select this check box to remove line breaks from Text and Memo fields in the report. This option is useful if you plan to export the report data to another application, such as Microsoft Excel.

  • 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;.

Results

The list of transitioned items displays the fields selected on the report form. If specific fields were not selected, the Item ID, Title, Timestamp of Change, Transition, and User Making Change fields appear.

When you run the report, the first field selected to appear in the report form appears as a link. For example, if the User Making Change field is selected first, then the user name appears as a link. Click the link to display detailed information about the item.

The following fields may appear in the Transition report:

Field Description
Timestamp of Change

Displays the time that the transition was made.
Transition Displays the transition that was performed.
User Making Change Displays the name of the user who performed the transition.
Note: If you do not have privileges to view data from specific fields, the information appears as asterisks in the report.

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