Viewing Reports

Once you’ve created a report or another user has shared a report with you, you can view the report.

How to View Reports

To view a report, click on the report name from the Reports page or click Run from the report editing page. Vault caches reports to improve performance. To ensure that you are seeing the most accurate and recent data, click Refresh after opening the report.

Note: You are also able to view data using “Standard Template” reports.

If the report has run-time input filters, Vault prompts you to enter field values for the filters before displaying the report. Once the report is open, you can modify your field value entries by clicking the pencil icon in the Filters area.

Once the report opens, you can click and drag the column borders to resize columns as needed. Vault does not save these changes. The columns reset to their original widths when you navigate away from the report.

How to Open Object Records from Reports

In any report that displays object records like Product or Study, you can navigate from the report directly to an object record details page by clicking on the object record’s label. When viewing object records, there are no arrow icons to navigate through the other returned records.

Return to the report by clicking Back to Report. Vault only saves your report view for 10 minutes. If you return to the report after that, you may need to refresh the report.

Summary & Detail Views for Tabular Reports

By default, Vault displays tabular reports in collapsed mode, meaning that all groups are collapsed to only show the summary information. To show all details, click Expand all. To view all records for a specific group, expand the group using the arrow icon next to the group name. You can also click on the group name to open a detailed report and then use the Full Report breadcrumb link to return to the summary view.

Note that the Expand all/Collapse all options do not appear for reports with over 2,000 records.

Summary & Detail Views for Matrix Reports

Matrix reports show aggregate calculations in their cells. These calculations can be count, average, sum, minimum value, or maximum value.

To see a detailed tabular report for the items included in the calculation, click on the cell value. You can return to the matrix report by clicking the Full Report breadcrumb link that appears in the upper left of the report viewer. Note that this is not available when the row or column field is a multi-select picklist.

Reports with Multiple Up or Down Objects

Columns in the report are color coded to reflect object relationships in your report. Up reporting object columns have the same color as the primary object, and down reporting object columns have different colors for each object. This shows the relationship between the primary and up objects and emphasizes that the down objects, while related to the primary object, are not directly related to each other or the up objects.

You can also sort on any field for an up object that the primary reporting object references.

About Cached Reports

When you view a report, Vault saves the data so that the report loads more quickly when you return to it. If you haven’t refreshed a report recently or you want to ensure that you are seeing the most accurate and recent data, click Refresh after opening the report.


Users creating or editing a report can set “aliases” for columns, filters, and filter prompts, which means that these may not match your vault’s document and object fields. The original values are not visible in the report viewer, exported reports, or dashboards.

Report Limits

Vault can only show reports with up to 21,884 characters per row. If your report includes many columns with long values, viewers may see the following error message when they attempt to run the report: “The total number of characters in some report rows exceeds the maximum. Remove some columns and run the report again.”