Create a Core UI report from an imported Microsoft Excel document

  • Release version: Australia
  • Updated March 12, 2026
  • 3 minutes to read

    • You can import Excel spreadsheets (.xlsx files) of data maintained outside of your instance and create reports from those files.

    Before you begin

    Role required: pa_admin, report_admin

    You must have the subscription version of Performance Analytics to create reports with imported data. See Activate your Performance Analytics subscription.

    The following restrictions apply to imported data:
    • The maximum file size is 2 MB.
    • The maximum number of rows is 10,000. The maximum number of columns is 25.
      Note:
      You can import .xlsx files of up to 50,000 rows, but only the first 10,000 rows appear in your data set.
    • Only the first sheet of an .xlsx file with multiple sheets is imported.
    • The first row and first column of the imported file must not be empty. The first row is used to identify the column names.
    • It is not possible to join columns, calculate fields, or make other changes to the table after import. These changes must be made before import.
    • The imported .xlsx file must have a specified expiration date.
    • If the owner deletes the table after import, reports based on the imported table are also deleted.
    Note:
    Report_view access control lists (ACLs) have to be defined for users to view these reports. For more information, see Report_view access control.

    About this task

    Importing report data in this way is useful when you have information that is maintained outside of your instance, for example, recurring third-party data. To import an external data set into your instance permanently, see Importing data using import sets.

    Procedure

    1. Navigate to sys_reports.list and select New.
    2. On the Data tab, give the report a name that reflects the information being grouped.
    3. In the Source type list, select External import.
      Source type menu, External import option selected
      Note:
      The External import menu option is only available if the subscription for Performance Analytics is enabled.
    4. Choose an existing imported report source, or select the Upload icon (Upload icon) icon to import a file.
    5. If you selected Upload, follow these steps:
      1. Select and drag the file onto the drop zone that opens, or select Browse files to choose it from your file system.
      2. In the Upload external source dialog that opens, specify a name for the report source being created from the uploaded file.
        Note this name. You need it later to set the report_view Access Control Lists (ACLs).
        Importing the file 'asset inventory.xslt' as the new report source "External asset inventory."
      3. Set the expiration of the report source.
        After this date, the imported file is deleted and reports based on it are no longer available.
      4. Select who can see the report source:
        • Only you
        • All users
        • Specified users, groups of users, or roles
        Note:
        This setting does not affect report_view ACLs.
      5. Select Upload.
      6. Select Done.
        The file is saved as a new table on your instance.
    6. Select Next.
    7. Complete report creation as normal.
      For information on specific report types, see Report types. For general information about creating reports, see Create a report.
    8. Select Save to continue editing the visualization, or Save and close to return to the Analytics Overview main screen.
    9. Create report_view ACLs for the table you created when you uploaded the external data in Step 4.
      To view the report you created, users must have report_view access to this table.
      1. Navigate to All > System Definition > Tables.
      2. Search for a table whose name contains the name of the report source you specified in Step 4b.
        For example, if you uploaded a file named 'External asset inventory,' you would search for *external_asset and find the table u_rep_snc_global_admin_external_asset_inventory, reflecting that it was created in the global scope by an admin user.
        The table that was created by the external file import, in the list of tables.
      3. Copy the table name.
      4. Navigate to All > System Security > Access Control (ACL).
        The admin role with the elevated security_admin role is required. If you are not an admin, consider passing the table name to a ServiceNow AI Platform administrator along with a request for the desired roles to have report_view read permission.
      5. Create report_view ACLs for roles that you want to be able to read the report, as described in Report_view access control.

    Result

    The report is created from the external source. On a dashboard, this report has an icon to show that the report is temporary and expires when the external data source expires.

    What to do next

    Share the report, as described in Distribute reports.