The summarize feature lets you summarize the data in the report based on certain fields. For example, you may want to summarize a report to make the data easier to read, or you may prefer to have information summarized so that it appears in groups of data rather than as a list of data.
This feature is similar to the summarizing feature that is available from the Summary tab when configuring Custom Reports.
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A report administrator wants to present their data in an easily digestible and understandable way. She wants to be able to summarize the information by specific fields to compare specific values against a particular field. For example, she wants to build a report to show the training record status for a specific organizational unit (OU) or department to cross-reference which users have the risk of being out of compliance. The summary feature lets administrators, key stakeholders, and users more easily view their data and take actions on the information straight from Reporting 2.0, without the need to export the data or view it in a different program.
A user (Director) wants to understand which locations are completing the specific training module on time. For example, he views a report to summarize by user location to better understand which regional sales representatives are staying up to date with new product offerings. He can summarize by percentages to understand the relative amount of completions per division. Since the training is for new products, he can understand which sales representatives are keeping up to date on their assigned curriculum. This will give him better information to use in one-on-ones with his direct reports about their team's targets and metrics.
An administrator wants to sort her report by specific date ranges, because she needs to be able to find specific data during specific time periods. She uses the drop-down in the Column Summary section to select a data range. This option is available for the field because it is a Date type field.
- As a report administrator, I want to summarize my reports by various fields, such as different divisions, departments, or OUs to understand the complexities of the data and create meaning within the reports.
- As Senior Vice President, I want to have a chart summarized by Division OU so that I can view average performance ratings by division.
- As a manager, I want to summarize a report by User so that I can see each member of my team and their performance ratings as visual groups that I can expand and collapse within the report.
- As a manager, I want to summarize a report by Location OU so that I can view the data in location groups.
- As a report viewer, I want to change the summary so that I can understand the data better as it relates to my job function, team, or responsibilities. For example, I want to summarize the number of team members who have not completed a specific training or learning object (LO) type to show me who is out of compliance and needs to complete a specific training.
Add Fields to Summarize
You can summarize the report by up to five levels. To add fields to summarize the report:
- Click the Show Report Properties icon within the Table Columns section to Open the Report Properties panel. The "Column summary" section appears in the center of the panel.
- Click and drag a field from the Builder panel to the Summary section on the Report Properties panel. Or, you can click the link to search for and select a field.
- You can only summarize the report by fields that are in the report.
- A field can only appear once in the summary.
- A field in the Column sorting section cannot be used to summarize the report.
- Date Field Types - When summarizing by data fields, a drop-down is available in the Column Summary section to let you pick the type of order, including Day, Week, Month, Calendar Quarter, and Calendar Year.
- The percentages are flexible in that they are configurable at different levels of the report. For example, if Division A has a transcript status of Completed, then the percentages are calculated based on the total number at the Division level. If Division A has 500 people and 50 of them have a training item in a Completed status, then the hierarchical percentages are calculated out of 500 people (10%).
Once the summary options are completed, click the Preview tab to preview the summarized report.
Remove Summary Fields
You can remove fields from the "Column summary" section by clicking the X to the right of the field name.
Preview Summarized Report
When viewing a summarized report, the summarized data groups display in the first column on the Preview tab. The data can be viewed by expanding each section in the summarized column.
If you selected to include the percentage summary, this information appears as the last column in the report.
Export Hierarchically Summarized Report to Excel
When viewing a summarized report in Excel and you have selected the View as hierarchy option when configuring the summarizing, the output will look slightly different. The report data shows in two separate tabs. The first tab shows a document map, and the second tab shows your report data.
You can use the document map to click into any area of the report data. The report tab will open and take you right to that section in the report.
On the report data tab, the cells appear in groups and are merged to create an easier view. This allows the hierarchical summaries to be grouped with less text.
Charts in Summarized Reports
When using charts in summarized reports, the fields used in the summary no longer link automatically to the chart. This provides more flexibility in how you create and organize your charts, while still having the ability to determine separately how you want your table data to be summarized.