Reporting 2.0 - Summarize Report

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.

To access Reporting 2.0, go to Reports > Reporting 2.0.

Add Fields to Summarize

You can summarize the report by up to five levels. To add fields to summarize the report:

  1. Click the Show Table Properties icon in the upper-right corner of the Table Columns section. This opens the Table Properties panel.
  2. Click and drag a field from the Table Columns section to the Column summary section on the Report Properties panel. Or, click Click to add a column to summarize 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.
  3. Keep the summarized data in ascending order, or click the arrow to the left of Ascending Order to switch to descending order.
    • Date Field Types - When summarizing by date 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.
  4. Check or uncheck the option to View as hierarchy. This option lets you report on a user or OU hierarchy and will automatically display your report data in a hierarchical manner. Note: This option is only available when you summarize by an OU or OU ID field (includes standard and custom OUs).
  5. Check or uncheck Include percentage summary to display percentages relative to the parent level in the hierarchy or summary. This option is unchecked by default.
  6. 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%).

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.