Reports

Reports turn records in a workspace into saved, reusable summaries and charts. Choose a record Type, select the fields you want to display, group the results, add calculations, apply a filter, and run the Report whenever you need an updated snapshot.

Reports are useful for questions such as:

• How much revenue is associated with each Customer?
• How many open Tasks belong to each Project or assignee?
• Which orders are in each fulfillment Status?
• What are the totals for each department, location, or reporting period?
• How are sales, costs, or other numeric values distributed across groups?

Before you start

The Reports workspace tab appears when:

• Reports are included for your account
• You have administrator access to the workspace

If you do not see Reports in the workspace mode switcher, ask a team or workspace administrator to confirm your access and available features.

Open Reports

1. Open the workspace containing the records you want to analyze.
2. Click Reports in the workspace mode switcher at the top of the page.

The Reports page lists the saved Reports in that workspace. Each card shows the Report name and, after it has been configured, its selected Record Type.

Create a Report

1. Open Reports.
2. Click New Report.
3. Enter a name of at least two characters.
4. Click Create.

The new Report opens in the Report editor. You can click its name at the top of the editor to rename it.

Configure the Report

The right panel contains Report and Filters tabs.

1. Choose the Record Type

On the Report tab, click Record Type, then select the Type whose records you want to analyze.

Changing the Record Type clears the previously selected Columns and Group By fields because the available fields belong to the selected Type.

2. Add Columns

Under Columns, click Add Field and select each field that should appear in the results.

• Add at least one field before running the Report.
• Drag selected fields to change the column order.
• Open a selected field's three-dot menu to configure it or remove it.
• Use the field search when the Type contains many fields.

Add an aggregation

An aggregation calculates a summary value for each group. Open a selected Column's three-dot menu, select Aggregation, and choose an operation:

Aggregation	Available for	Result
Sum	Number, Currency, and Percentage fields	Adds the values
Avg	Number, Currency, and Percentage fields	Calculates the average
Min	Number, Currency, and Percentage fields	Shows the lowest value
Max	Number, Currency, and Percentage fields	Shows the highest value
Count	Any field	Counts records where that field has a value

The selected operation appears on the Column. Choose Clear from the same menu to remove it.

A Column without an aggregation can still appear in detail rows, but it does not calculate a group subtotal, Grand Total, or chart value.

3. Group the records

Under Group By, click Add Field and select the fields that should organize the result rows.

For example, grouping Invoice records by Customer and then Status creates groups based on those field values. Drag Group By fields to change their order.

For a Date or Date/Time field, open its three-dot menu and select Date Interval to group records by Day, Week, Month, Quarter, or Year. Choose Clear to return to the field's original value.

Group By determines how the results are divided and where numeric subtotals appear. Columns determine what information is displayed for each matching record.

4. Filter the records

Open the Filters tab and enter a Search Query to limit which records are included.

Examples:

Status:Open

Status:Open AND Total:>500

"Customer Name":"Northwind Events"

Use quotes around field names or values containing spaces. Reports use the same query syntax as workspace search; see Search in AnyDB for operators and additional examples.

5. Choose how to display the Report

On the Report tab, use Options to control the results:

• Display — choose Charts, Listing, or Charts and Listing.
• Grand Total — show or hide a final total across all groups. Add an aggregation to at least one Column before enabling this option.
• Detail Rows — when enabled, group rows can expand to show the individual matching records. Disable it for a compact, summary-only listing.

These settings affect the saved Report and its generated results. With Detail Rows disabled, the listing shows each group and its aggregated values without loading the underlying record rows.

6. Add charts

Choose Charts or Charts and Listing under Display to show the Charts section, then:

1. Add a numeric, Currency, or Percentage Column and assign it an aggregation.
2. Add at least one Group By field. Each group becomes a category in the chart.
3. Click Add Chart.
4. Enter a Label.
5. Choose Bar, Pie, or Line under Format.
6. Under Values, select the numeric Column to visualize.

You can add multiple charts, drag them into a different order, or remove a chart with its X. Each chart uses the selected Column's aggregation for every group—for example, the Sum of Total by Customer.

Save and run

Save and Run perform different actions:

Action	What it does
Save	Saves the Report name, Record Type, Columns, aggregations, Group By fields, filter, display options, and charts without refreshing the results
Run	Generates a new result snapshot using the current saved definition

The Report does not update automatically when its source records change. Click Run whenever you need refreshed results.

When you run a new Report, AnyDB saves its definition before starting. If you change a previously saved Report and click Run, the Unsaved Changes dialog asks whether to Save and Run. Choosing Don't Save cancels the run.

While AnyDB generates the results, the editor displays progress. When generation finishes, the header shows the date the Report was generated.

Read the results

Depending on the selected Display option, results appear as charts, a grouped listing, or both.

• A group row shows the selected Sum, Avg, Min, Max, or Count for each aggregated Column.
• When Detail Rows is enabled, click a group row to collapse or expand its records, then click a detail row to open the underlying record in Quick View.
• When Detail Rows is disabled, the listing shows only summarized group rows.
• A Grand Total row appears when Grand Total is enabled and the Report contains at least one aggregation.
• Charts show one aggregated value for each group. Point to a bar, line point, or pie segment to see its value.
• Click Load More to retrieve additional groups or records in a large group.
• No data found means no records matched the selected Type and filter.

The results are a saved snapshot from the most recent run. Editing an underlying record does not change that snapshot until the Report runs again.

Export results or move Reports

After a Report has generated results:

1. Open the three-dot menu in the Report header.
2. Select Export as CSV or Export as XLSX.

The downloaded file contains the generated Report snapshot, including its grouped detail and summary rows.

To move or back up saved Reports, use a Report archive instead:

• From an open Report's three-dot menu, select Export to download that Report as an importable archive.
• From the main Reports page's three-dot menu, select Export all reports to download all Reports in the workspace as a ZIP file.
• From the same main-page menu, select Import report(s) and upload a previously exported Report archive.

Archive export preserves the Report definition and its generated snapshot. CSV and XLSX are intended for working with the result data outside AnyDB.

Rename or delete a Report

Rename

1. Open the Report.
2. Click its name in the header.
3. Enter the new name.
4. Click Save.

Delete

You can delete a Report from either location:

• Point to its card on the Reports page, open the settings menu, and select Delete Report.
• Open the Report, use the three-dot menu, and select Delete Report.

Confirm the Report name in the deletion dialog. Deleting a Report also removes its generated result data and cannot be undone from the Reports interface.

Example: Open order totals by Customer

To summarize the value of open Sales Orders:

1. Create a Report named Open Order Totals by Customer.
2. Select Sales Order as the Record Type.
3. Add Customer, Status, Order Date, and Total as Columns.
4. Open the Total Column's three-dot menu and select Aggregation > Sum.
5. Add Customer and then Status under Group By.
6. Keep Charts and Listing selected under Display.
7. Click Add Chart, name it Open Order Value, choose Bar, and select Total under Values.
8. On the Filters tab, enter Status:Open.
9. Click Run.

The listing groups open orders by Customer and Status, displays the summed Total for each group, and includes a Grand Total. The chart visualizes those same grouped totals.

Reports, Report Cells, and charts

AnyDB has several related reporting features:

Feature	Use it when
Saved Reports	You want a workspace-level, reusable listing or chart that groups records, calculates aggregations, optionally shows detail rows, and exports results
Report Cell	You want a count, total, grouped value, or chart embedded inside an individual record
Chart Cell	You already have chart-ready values and want to visualize them inside a record
REPORT() function	You want to calculate a reporting value directly in a formula

These features are independent. Creating a saved Report does not add a Report Cell or chart to a record.

Troubleshooting

Problem	What to check
Reports is missing from the workspace mode switcher	Confirm that Reports are available for the account and that you have workspace administrator access.
Save or Run is unavailable	Select a Record Type. Also add the fields needed for a useful result.
The Report returns no data	Check the Record Type and remove or simplify the Search Query. Then run the Report again.
Group totals do not appear	Open the Column's three-dot menu and assign an Aggregation. Sum, Avg, Min, and Max require a Number, Currency, or Percentage field; Count works with any field.
Grand Total does not appear	Assign an Aggregation to at least one Column and enable Grand Total under Options. Then save and run the Report again.
A chart is empty or shows zero values	Add a Group By field, assign an Aggregation to the selected numeric Column, confirm that the chart uses that Column under Values, then save and run again.
Detail records are missing	Enable Detail Rows, save the Report, and run it again.
Results do not reflect recent record changes	Click Run to generate a new snapshot.
A field is missing from Columns or Group By	Confirm that you selected the correct Record Type.