Use this link to share with your colleagues:
How to Modify an Existing Report Type: https://help.pm.leapevent.tech/a/942505
Report Types are the foundation upon which your reports are built; a Report Type comprises up to four Objects, along with the the fields contained in those Objects. For example, a Contacts and Accounts report type has Contact and Account fields you can report on, and a Donations report type provides reporting access to Donation-related fields.
In this lesson, we'll first find out how to decipher a managed Report Type, which you can't add custom fields to, from a custom Report Type, which you can add custom fields to. Then, we'll walk through how to clone managed Report Types so we can add fields to them, and we'll show you how to add those fields.
1. Can I add a custom field to this report?
In order to answer this question, we need to determine whether the Report Type is managed or custom.
- If a Report Type is managed, it means it's an out-of-the-box packaged Report Type; you can clone it and add custom fields to the custom, cloned Report Type.
- If a Report Type is custom, you can go ahead and add custom fields to it.
1. First, let's see what Report Type the report we want to add fields to has - go to the Reports Tab
If you don't see the Reports tab in the main tab bar, click on the App Launcher to access all tabs.
2. Click on the report in question
3. The Report Type is to the right of the report name at the top of the report
4. Now that you've identified the Report Type, go to Setup
5. Search "report types" in the Quick Find box and click on Report Types
Managed Report Types
A managed Report Type will not let you add fields to the layout
Because managed Report Types are packaged, you won't be able to edit them to add fields to the layout. For example, let's click into the AccountDonationSum record type, which is managed.
From here, we'll click Edit Layout to get to the layout editor page.
If we drag and drop a field from Fields to one of the field groupings and then save, we'll receive an error.
This indicates that this is a managed Report Type, and we won't be able to edit the layout until we clone it.
Custom Report Types
Custom Report Types can be edited
Let's go ahead and click on the Contacts with Ticket Order and Ticket Order Item Report Type.
From here, if we click Edit Layout, we'll get to the layout editor page.
If we drag and drop a field from Fields to one of the field groupings and then save, we get a success message!
This indicates that this is a custom Report Type and can be edited! You can jump to step 3 from here.
2. Let's clone a managed Report Type
In this step, you'll learn how to clone a managed Report Type so you can add the custom fields you need. We'll use the Only Time Ticket Buyers Report Type in this example. If the Report Type you're working isn't managed, then you can skip on over to step 3!
1. Click on the managed Report Type you want to clone
2. Click on the "Clone" button
If we clone the Report Type to create a new Custom Report Type, we'll be able to add fields to the layout!
3. Fill in the following information and click "Save"
- Display Label: Add "Custom" to the end of the report label
- API Name: likewise, add "Custom" to the end of the report name (no spaces)
- Description: Indicate this report type is a custom version of the packaged report
- Store in Category: [Keep whatever is pre-selected]
- Status: Deployed
- Click "Save"
4. Et voila! You can now add new fields to the Custom Report Type from the layout editor
Let's go find out how to add custom fields in the next step!
3. Add custom fields to a Custom Report Type
Imagine this scenario - you'd like to add a field, "Amount Donated This Fiscal Year," to the "Account Donation Sum Custom" CRM snapshot Report Type, but it's not available in the report. Let's go learn how to add this field to the newly cloned Custom Report Type.
1. As you can see, the "Amount Donated This Fiscal Year" field isn't available on the Account Donation Sum Custom Report Type
Note the Report Type next to the report name -- in this case it is "Account Donation Sum Custom." Currently this only contains the fields that were on the managed Account Donation Sum Report Type.
2. Click on the gear and navigate to Setup
3. Search "report type" and click on "Report Types"
4. Click on "Account Donation Sum Custom"
5. Click the "Edit Layout" button
6. Familiarize yourself with the layout editor page
- Fields: These are all the fields, grouped by Object (in this case, Accounts and Supreme Query Result Members), for the Objects used in this Report Type
- Columns: These are the fields, grouped by Object (in this case, Accounts and Supreme Query Result Members renamed to "CRM Snapshot Result Members") already included in this Report Type
7. Drag and drop fields from Fields to one of the Columns to add fields to the Report Type
Your team (and future you!) will thank you if you move the fields to the Column that corresponds to the Object the field lives on.
8. Add fields via Lookup, if desired
If you need to do this, click Lookup Fields.
Then select the Object related to the field(s) you wish to add. In this example, we'll add a field related to "Supreme Query Result Members," aka CRM Snapshots.
From here, select the related object with the field you wish to add. We'll select "Contact" in this example.
Then select your field(s) by checking the box next to it and click Apply. We'll add our custom "Superhero?" field in this example.
Select the section you wish to add the field(s) to, then click Apply.
Your team (and future you!) will thank you if you move the fields to the Column that relates to the Object the field lives on.
9. Click "Save" to save your work
The "Amount Donated This Fiscal Year" field is now available in our "Account Donation Sum Custom" report.
And look at that! Our field added via lookup, "Superhero?" is also available!
