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Ad-Hoc Reporting: Summary Rows

 

Purpose Statement

The Summary Rows tab allows users to add calculated totals and aggregate values to a Tabular Ad-Hoc Report. This feature enables users to view summary calculations—such as counts, totals, and averages—alongside detailed report data within a single report.

Background Information

Summary Rows provide limited summary functionality within a Tabular Report, combining elements of Summary Reports with detailed record-level reporting. This is useful when users need both granular data and high-level totals without creating multiple reports.

Summary calculations are based on columns included in the report and can be applied across the entire report or within grouped sections when grouping is configured.

Prerequisites:

  • Access to the Reports module

  • Creation of a Tabular Ad-Hoc Report

  • Columns selected in the Columns tab

  • (Optional) Grouping configured in the Grouping tab

Required Permissions

To create and manage Summary Rows, users must have:

  • Permission to access the Reports module

  • Permission to create or edit Ad-Hoc Reports

Video

Step-by-Step Guide

Step 1: Navigate to Ad-Hoc Reports

  1. Navigate to the Reports module.

  2. Select Ad-Hoc Reports from the menu.

  3. Click Create Report to begin a new report.

  4. Complete the required setup tabs for your report.

    Navigate to the Reports Module and select Ad-Hoc Reports from the menu. Click Create Report to begin a new report. Complete the tabs necessary for your report.

     

Step 2: Confirm Tabular Report Type

  1. To use Summary Rows, the report must be a Tabular Report.

  2. Summary Rows allow limited summary functionality within a tabular layout.

    To use Summary Rows, you must be constructing a Tabular Report. This feature combines some of the functions of a Summary Report into a Tabular Report.

     

Step 3: Select Report Columns

  1. Choose columns from your data source for the report.

  2. Any data you want to summarize must be included as a column.

  3. Custom Columns may also be used for summary calculations.

    Choose columns from your Data Source for your report. To calculate data, the item must be named in a column.
     

Step 4: Add a Summary Row

  1. Navigate to the Summary Rows tab.

  2. Click the Plus (+) icon to add a new calculation.

    On the Summary Rows tab, click the plus icon to add a new calculation.


Step 5: Select a Column

  1. From the Column dropdown, select one of the columns included in the report.

    From the Column drop-down, select one of the Columns in your report.

     

Step 6: Name the Summary Row

  1. Enter a name that clearly describes the calculation being created.

    Give the calculation a name to explain the new row you are creating.
     

Step 7: Select the Calculation Type (Text Field Example)

  1. Select the calculation type from the dropdown list.

  2. When the selected column is a text field, the only available option is Count, which counts the number of records in the report.

    Select the type of calculation you are performing from the drop-down list. In this instance, the column is a text field. Only one calculation is available to count the total number of entries.

     

Step 8: Add Additional Summary Rows

  1. You can add a Summary Row for every column included in the report, if needed.

    You can add a Summary Row for every Column you have in your report.

 

Step 9: Configure a Numeric Calculation

  1. In this example, a second Summary Row is added to calculate the sum of total hours.

    For our second Summary we are calculating a sum of the total number of hours.


Step 10: Understand Calculation Options

  1. When using a numeric field, available calculation options include:

    • Count

    • Sum

    • Average

    • Minimum

    • Maximum

  2. When using a text field, the only available calculation is Count.

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Step 11: Review Grouping Options

  1. If Grouping has been configured, you can choose how Summary Rows are calculated.

    If you have made any selections for your report in Grouping, you will be able to choose if you want your Summary Rows to total the entire report, or for each group.


Step 12: Select the Summary Type

  1. Choose a Summary Type from the dropdown:

    • Total Row Only: Displays a single total for the entire report

    • In Every Group: Displays totals for each group and a grand total for the entire report

      Choose the Summary type you want from the drop-down menu. Total Row Only will give you a total for the whole report. In Every Group will give you a total for each group you have and a total for the whole report.


Step 13: Review Summary Results

  1. Review the calculated totals displayed by group.

  2. The total for the entire report remains pinned to the bottom of the screen.

    Here are the example totals for two columns by group. The total for the whole report will remain pinned on the bottom of the screen.


Step 14: Continue Report Configuration

  1. Continue building the report using:

    • The Grouping tab for Tabular Reports, or

    • The Summary Grouping tab for Summary Reports (Summary Rows not applicable in Summary Reports)
       

Best Practices

  • Use descriptive names for Summary Rows to clearly identify calculations.

  • Avoid adding unnecessary summary rows to keep reports easy to read.

  • Verify column data types before selecting calculation options.

  • Use grouping intentionally to ensure summaries align with reporting goals.

Troubleshooting & FAQs

Why don’t I see the Summary Rows tab?
The report must be set to Tabular.

Why is a calculation option unavailable?
Calculation options depend on the data type of the selected column.

Do Summary Rows change report data?
No. Summary Rows only display calculated totals and do not modify underlying data.