Purpose Statement
This article explains how to select an Ad-Hoc Report Type within the Reports module.
The report type determines how the report data will be displayed and which configuration tabs are available during report creation. Users can choose between a Tabular Report and a Summary Report, depending on whether they need detailed row-level data or summarized, aggregated data.
Background Information
Selecting the correct report type is an important step when creating an Ad-Hoc Report.
A Tabular Report displays detailed, row-by-row data in a table format. This report type is best when users need to review individual records, export detailed data, or analyze specific report entries.
A Summary Report aggregates data into totals, counts, averages, percentages, and other summarized values. This report type is best when users need high-level insights, performance metrics, grouped results, or charts and graphs.
The report type selected affects the remaining report setup process. For example, Tabular Reports include a Columns tab, while Summary Reports do not use the Columns tab and instead move toward sorting, grouping, aggregation, and visualization options.
Required Permissions
Users may need the following permissions to select and configure an Ad-Hoc Report Type:
- Reports Module access
- Ad-Hoc Reports permission
- Permission to create Ad-Hoc Reports
- Access to the selected report data sources
Permission names may vary based on agency configuration. If report creation options or specific data sources are not available, contact a system administrator to verify the user’s Reports, Ad-Hoc Reporting, and Data Set Permissions.
Video
Step-by-Step Guide
Complete Data Source Configuration
After completing the Data Source Configuration selections, click Next to move to the Report Type tab or click the tab itself.
Select Tabular Report, If Needed
Select Tabular Report if the report should display detailed data in columns and rows.
This option is best when users need to review individual records in an organized table format.
Select Summary Report, If Needed
Select Summary Report if the report should provide a broader look at the data using totals, averages, percentages, counts, or other aggregated values.
Charts and graphs can be created from Summary Reports.
Continue to the Next Tab
Click Next to continue creating the report.
Review the Next Step Based on Report Type
If Tabular Report was selected, the next tab is Columns.
If Summary Report was selected, the report does not include a Columns tab and proceeds to the Sort tab.
Understanding Report Types
Tabular Reports
A Tabular Report returns detailed rows from the selected dataset after data sources and relationships have been processed.
Tabular Reports are used when users need to see individual records and the specific field values associated with those records. Users can configure columns, sorting, criteria, grouping, and summary rows.
Tabular Reports are useful for:
- Reviewing detailed incident logs
- Exporting individual records
- Auditing specific entries
- Reviewing personnel, apparatus, inspection, training, or ePCR records
- Creating reports where each row represents a specific record or related record
Tabular Reports can also include Summary Rows to aggregate values inside the report, such as totals or counts, while still preserving the detailed row-level data.
Summary Reports
A Summary Report aggregates data based on selected grouping and calculation settings.
Instead of displaying every individual row, Summary Reports summarize the data to provide a higher-level view. For example, a Summary Report may group incident data by station and display a count of incident reports for each station without showing every underlying incident record.
Summary Reports are useful for:
- Totals
- Counts
- Averages
- Percentages
- Trends
- KPI tracking
- Executive dashboards
- Charts and graphs
- High-level operational summaries
Key Differences
| Feature | Tabular Report | Summary Report |
|---|---|---|
| Primary Purpose | Displays detailed record-level data | Displays aggregated summary data |
| Data Display | Rows and columns | Grouped totals, counts, averages, and calculations |
| Shows Individual Records | Yes | No |
| Columns Tab | Yes | No |
| Summary Rows | Yes | Not applicable in the same way |
| Charts and Graphs | No | Yes |
| Best For | Detailed review, exports, audits, logs | KPIs, dashboards, trends, comparisons |
| Example | List of all incidents within a date range | Count of incidents by station or shift |
Example Use Cases
Detailed Incident Log
Recommended Report Type: Tabular Report
Use this when you need to display each incident as its own row with details such as incident number, date, type, station, apparatus, or disposition.
Annual Incident Count by Station
Recommended Report Type: Summary Report
Use this when you need to group incidents by station and show total incident counts for each station.
Training Completion Records
Recommended Report Type: Tabular Report
Use this when you need to review individual personnel training records, completion dates, objectives, or certifications.
Training Compliance Percentage by Department
Recommended Report Type: Summary Report
Use this when you need a high-level view of training compliance by department using counts or percentages.
Monthly Call Volume Dashboard
Recommended Report Type: Summary Report
Use this when you need totals, trends, or charts showing call volume by month, station, shift, or incident type.
Detailed Export for Review or Audit
Recommended Report Type: Tabular Report
Use this when individual records need to be exported, reviewed, or submitted for documentation.
Best Practices
- Choose Tabular Report when individual records and detailed information are needed.
- Choose Summary Report when the goal is to review totals, averages, counts, percentages, or trends.
- Consider the intended audience before selecting a report type.
- Use Tabular Reports for detailed exports, audits, and operational review.
- Use Summary Reports for dashboards, leadership summaries, KPI tracking, and visual analysis.
- Use Summary Reports when charts or graphs are needed.
- Consider data volume before selecting a report type. Large datasets may be easier to interpret as Summary Reports.
- Plan the report type before continuing, since the selection affects later configuration tabs.
Troubleshooting & FAQs
Can I change the report type after I start creating the report?
No. To change the report type, restart the report creation process and select the correct type on the Report Type tab. The selected report type affects the tabs and configuration options that follow.
Which report type should I use for compliance reporting?
It depends on the reporting requirement. Use a Tabular Report when detailed records are required. Use a Summary Report when statistical totals, counts, or high-level compliance metrics are needed.
Why don’t I see a Columns tab after selecting Summary Report?
Summary Reports do not use the Columns tab. Summary Reports are built using grouping, aggregation, and summary configuration instead of selecting individual display columns.
Can Summary Reports show individual records?
No. Summary Reports are designed for aggregated data. Use a Tabular Report when individual records need to be displayed.
Can Tabular Reports include totals or counts?
Yes. Tabular Reports can include Summary Rows to aggregate values inside the report while still showing individual records.
Which report type should I choose if I need charts?
Choose Summary Report. Charts and graphs are created from Summary Reports.
Which report type is best for exporting detailed data?
Choose Tabular Report when you need detailed row-level export data.