Purpose Statement
The Summary Rows feature allows users to add calculated totals and aggregate values to a Tabular Ad-Hoc Report.
Summary Rows can display calculations such as Count, Sum, Average, Minimum, and Maximum at the bottom of a report or within each configured group. This allows users to review detailed, record-level data and high-level totals in the same report without creating a separate Summary Report.
Background Information
Summary Rows add limited summary functionality to a Tabular Report. They combine the detailed, row-by-row format of a Tabular Report with aggregate calculations commonly associated with Summary Reports.
This feature is useful when users need to:
- Review every individual record included in a report.
- Display totals, counts, averages, minimums, or maximums.
- Compare calculated values across grouped records.
- View detailed information and summary values in a single report.
Key Concepts
- Summary Rows are available only in Tabular Reports.
- Summary Rows do not apply to Summary Reports, which use Summary Columns and Grouping for aggregation.
- A field must be included as a report column before it can be selected for a Summary Row.
- Calculations can apply to the entire report or to each group when Grouping is configured.
- Summary Rows are display-only and do not modify the underlying records.
- Summary Rows do not change the report’s Criteria, Sort, Columns, or other configuration settings.
Summary Rows vs. Summary Reports
| Feature | Summary Rows in a Tabular Report | Summary Report |
|---|---|---|
| Report type | Tabular | Summary |
| Displays individual records | Yes. Every record is displayed. | No. Only grouped or aggregated results are displayed. |
| Displays aggregate calculations | Yes. Calculations appear at the bottom of the report or within each group. | Yes. Aggregated values are the primary report output. |
| Grouping requirement | Optional | Required |
| Best used for | Viewing individual records and calculated totals together | Viewing only totals, averages, counts, or other aggregated values by group |
Use Summary Rows when you need to see every individual record and a total, count, average, minimum, or maximum.
Use a Summary Report when you only need aggregated results and do not need to display the individual records.
Required Permissions
Users must have access to the Reports Module and permission to create or edit Ad-Hoc Reports.
Users must also have permission to view the selected Data Source and the fields included in the report. If a Data Source or field is unavailable, contact a system administrator to review the user’s assigned role and permissions.
Permission names and availability may vary based on the organization’s configuration.
Video
Step-by-Step Guide
Prerequisites
Before configuring Summary Rows:
- Confirm that the report type is set to Tabular.
- Add the fields you want to summarize in the Columns tab.
- Configure the Grouping tab when per-group calculations are needed.
Add a Summary Row
- Navigate to Reports Module → Ad-Hoc Reports.
- Create a new report or open an existing report for editing.
- Configure the report’s Data Source, Columns, Sort, Criteria, and other settings as needed.
- Select the Summary Rows tab or the next button.
- Select the Plus (+) icon.
- Open the Column dropdown and select a column included in the report.
- Enter a descriptive value in the Name field. This name appears beside the calculated value in the report output.
- Select a Calculation Type. Available options depend on the selected column’s data type.
- When Grouping is configured, select a Summary Type:
- Total Row Only
In Every Group
- Repeat the process to add additional Summary Rows.
- Run or preview the report and confirm that the calculations display as expected.
You can configure Summary Rows for multiple report columns. You can also configure more than one calculation for the same column.
Calculation Types by Data Type
The available calculations depend on the selected column’s data type.
Numeric Columns
Numeric fields may include numbers, durations, hours, and other measurable values.
| Calculation | Description | Example |
|---|---|---|
| Count | Counts the records that contain a value in the selected column. | 47 records contain a Response Time value. |
| Sum | Adds all values in the selected column. | Total Hours = 1,247.5 |
| Average | Calculates the mean of all values in the selected column. | Average Response Time = 4.2 minutes |
| Minimum | Displays the lowest value in the selected column. | Shortest Response Time = 1.8 minutes |
| Maximum | Displays the highest value in the selected column. | Longest Response Time = 12.4 minutes |
Text Columns
Text fields may include names, descriptions, categories, and identifiers.
| Calculation | Description | Example |
|---|---|---|
| Count | Counts the records that contain a value in the selected column. | 47 records contain an Attendee Name. |
Text values cannot be summed or averaged. Count is therefore the primary calculation available for text-based fields.
Info:
If any field is not a plainly formatted numerical field, it will read as a text field and the only operator available will be Count. Consider utilizing a Summary Report for more in-depth calculations.
Summary Types
When Grouping is configured, the Summary Type determines where the calculated values appear.
| Summary Type | Behavior | Best Used For |
|---|---|---|
| Total Row Only | Displays one calculation for the entire report. | Viewing an overall total without displaying a calculation for each group. |
| In Every Group | Displays a calculation for each group and a grand total for the entire report. | Comparing calculated values across stations, shifts, employees, apparatus, or other grouped categories. |
When no Grouping is configured, the Summary Type option does not appear. The calculation automatically applies to the entire report.
Example: In Every Group
The following example shows a Tabular Report grouped by Station with a Summary Row that counts incidents.
| Station | Incident Number | Date | Type |
|---|---|---|---|
| Station 1 | |||
| INC-001 | 2025-03-01 | Fire | |
| INC-002 | 2025-03-02 | EMS | |
| INC-003 | 2025-03-03 | Fire | |
| Station 1 Total | Count: 3 | ||
| Station 2 | |||
| INC-004 | 2025-03-01 | EMS | |
| INC-005 | 2025-03-04 | Fire | |
| Station 2 Total | Count: 2 | ||
| Report Total | Count: 5 |
The grand total remains pinned to the bottom of the report so it can remain visible while the user scrolls through the report data.
Use Case Examples
Training Hours Report
Goal: Display all training records for the quarter and calculate the total number of training hours.
| Configuration | Selection |
|---|---|
| Report Type | Tabular |
| Columns | Employee Name, Training Date, Training Objective, Hours |
| Criteria | Training Date = This Quarter |
| Summary Row 1 | Column: Hours; Name: Total Training Hours; Calculation: Sum |
| Summary Row 2 | Column: Employee Name; Name: Total Records; Calculation: Count |
| Grouping | None |
| Summary Type | Not applicable |
Result: The report displays every training record, the total training hours, and the total number of records.
Incident Report with Per-Station Totals
Goal: Display all incidents grouped by station, including a count and average response time for each station.
| Configuration | Selection |
|---|---|
| Report Type | Tabular |
| Columns | Station, Incident Number, Incident Date, Incident Type, Response Time |
| Criteria | Incident Date = This Month |
| Summary Row 1 | Column: Incident Number; Name: Incident Count; Calculation: Count |
| Grouping | Station |
| Summary Type | In Every Group |
Result: The report displays every incident grouped by station. Each station includes its own incident count followed by an overall grand total.
Payroll Detail with Overtime Identification
Goal: Display all payroll entries and identify high or unusual hour totals.
| Configuration | Selection |
|---|---|
| Report Type | Tabular |
| Columns | Employee Name, Date, Hours Worked, Pay Type, Shift |
| Criteria | Pay Period Date = Last 2 Weeks |
| Summary Row 1 | Column: Hours Worked; Name: Total Hours; Calculation: Sum |
| Summary Row 2 | Column: Hours Worked; Name: Average Hours; Calculation: Average |
| Summary Row 3 | Column: Hours Worked; Name: Maximum Hours per Entry; Calculation: Maximum |
| Grouping | Employee Name |
| Summary Type | In Every Group |
Result: The report displays every payroll entry. Each employee group includes total hours, average hours, and the maximum number of hours recorded in a single entry.
Apparatus Run Report
Goal: Display all runs for a selected apparatus, including the total number of runs and the date range covered.
| Configuration | Selection |
|---|---|
| Report Type | Tabular |
| Columns | Apparatus, Incident Number, Incident Date, Incident Type, On-Scene Time |
| Criteria | Apparatus = Engine 5; Incident Date = This Year |
| Summary Row 1 | Column: Incident Number; Name: Total Runs; Calculation: Count |
| Summary Row 2 | Column: On-Scene Time; Name: Average On-Scene Time; Calculation: Average |
| Summary Row 3 | Column: Incident Date; Name: First Run; Calculation: Minimum |
| Summary Row 4 | Column: Incident Date; Name: Most Recent Run; Calculation: Maximum |
| Grouping | None |
| Summary Type | Not applicable |
Result: The report displays all runs for the selected apparatus, along with the total run count, average on-scene time, earliest run date, and latest run date.
Best Practices
- Use descriptive Summary Row names such as Total Training Hours instead of generic names such as Sum.
- Add a Count calculation when the total number of report records is important.
- Use In Every Group when comparing stations, shifts, employees, apparatus, or other grouped categories.
- Use Total Row Only when Grouping is used for organization but only an overall calculation is needed.
- Add multiple calculations to the same column when different perspectives are useful. For example, add Average and Maximum calculations to Total Incident Personnel.
- Confirm that each field uses the expected data type. A field that only offers Count may be stored as text rather than as a numeric value.
- Review the report Criteria before relying on the calculated results. Summary Rows calculate only the records included in the report.
- Preview the report after making changes to confirm that group-level and grand-total calculations appear in the correct locations.
- Apply Summary Rows to Custom Columns when calculated or combined values also need to be summarized.
Troubleshooting & FAQs
Why is Count the only available calculation?
The selected field may be a text field. Text fields support Count but cannot be summed or averaged. Available calculation options depend on the field’s data type.
Why do I not see Sum or Average for a field that contains numbers?
The field may be stored as text rather than as a numeric value. Confirm the field’s data type or select a numeric version of the field when one is available.
Do Summary Rows modify the underlying report data?
No. Summary Rows are display-only calculations. They do not modify records or change the report’s Criteria, Sort, Columns, or other configuration settings.
Why do I not see the Summary Type option?
The Summary Type option appears only when Grouping is configured. Without Grouping, the calculation automatically applies to the entire report.
Can I add multiple calculations to the same column?
Yes. You can add multiple Summary Rows for the same column. For example, Hours Worked can include separate Sum, Average, Minimum, and Maximum calculations.
Where does the grand total appear?
The grand total appears at the bottom of the report and remains pinned while users scroll through the report. Group-level calculations appear at the end of each group.
Can I use Summary Rows with Custom Columns?
Yes. A Summary Row can be applied to a Custom Column included in the report. Available calculation types depend on the Custom Column’s output data type.
Do Summary Rows appear in exported or delivered reports?
Summary Rows are included in the available report outputs described for this feature, including on-screen reports, PDF exports, CSV exports, email deliveries, and SFTP deliveries.
What is the difference between a Summary Row Count and a Summary Report Count?
A Summary Row Count displays a total while preserving every individual record in the report. A Summary Report Count displays aggregated results without showing each individual record.