What is a Summation with Details Report? Think of it as a more complex version of the Rows and Columns Report.
It is still able to display data from the selected fields, based on the specified criteria, but it also has computational elements to it to display more complex information, such as a count of all records or the Sum total of a list of dollar values.
A Summation with Details report also has the added benefit of being able to display results in a chart.
The report in this demonstration – “Cases By Priority” – shows how the data is represented in a Chart, and in the associated Tables. There are multiple tables because the report has a separate table for each Priority Value ‘High’, ‘Medium’ and ‘Low’.
Like the Rows and Columns Report, we can also easily schedule this report to automatically generate and email it on a regular basis. We do this via the dropdown menu on Run Report > Edit > Schedule.
In the below example, we have scheduled the Report to be sent on a weekly basis at 9:00am. You can only schedule a report for yourself, if you wish others to receive the report, they will need to setup a schedule from their user.
You will also notice that aside from weekly, there are several other alternative options for the frequency of the emailed report.
Unlike the Rows and Columns Report, you cannot export a Summation with Details Report to Excel. If you do wish to export the data into excel, you should instead create a Rows and Columns Report for each subsection of data (in this instance, one for ‘High’, ‘Medium’ and ‘Low’ values for Priority) and export them separately.
Summation with Details Reports are quick and easy to create (Select Reports > Create Report) and follow the prompts.
Choose the base module for the report, we’re using Cases for this example.
Choose which fields to filter which records will appear in the report. For this example, we want all Cases that are ‘New’, ‘Assigned’ or ‘Pending Input’.
We then need to select what to group the results by, this directly affects the chart, and the tables that are generated in the report, in this example we are grouping by ‘Case Priority’.
The next step is to chose the display summaries, this also controls how the reports results are displayed in the chart and the tables, here we are displaying the ‘Case Priority’ and the ‘Count’ which is the total number of cases, and the number in each priority.
The Count is a Data Series, which is what will be used to configure the Chart.
Choose which fields to display as columns on the report. For this example, we’re going to show the ‘Case Number’, the ‘Case Subject’ and the ‘Account Name’.
We have not sorted the results by any of the columns, which means it will sort by the first column ‘Cases: Number’ by default.
On the chart options page we can then chose the Chart options. In our example we have selected the ‘Vertical Bar’ type, however you also have the option of ‘No Chart’, ‘Horizontal Bar’, ‘Pie’ and ‘Funnel’ as well.
As we only have one Data Series it is already selected.
And then you can provide a description of the chart which is helpful for anyone updating the report in the future, and finally choose whether to round numbers over 1000000 (For example: in the chart 350000 will be expressed as 350K).
The final page lets us name the report.
This covers the basics of the Summation with Details Report. If you need any assistance with reporting get in touch with us and we’ll be happy to help you.