Purpose Statement

Tabular Report Grouping allows users to organize and structure data in Tabular Reports by creating grouped sections based on specific column values.

Grouping transforms flat report data into organized sections where related records are visually grouped together. This makes it easier to analyze patterns, compare performance across categories, and present report data in a logical, readable format.

Background Information

Tabular Report Grouping is used specifically for Tabular Report types in Ad-Hoc Reporting.

Grouping is configured after the data source, columns, sort order, criteria, and summary rows have been set up. When a column is used for grouping, it no longer appears as a regular column in the report. Instead, that column becomes a section header used to organize related records.

Users can configure a primary group and a secondary group. The primary group creates the main report sections, while the secondary group creates sub-groups within each primary group.

This feature is useful for reports that need categorical organization, such as incident reports grouped by apparatus, training records grouped by department, or operational reports grouped by shift, station, or incident type.

Required Permissions

Users must have access to the Reports module and Ad-Hoc Reporting functionality.

Additional access may be required based on the data sources and fields being used for grouping. If a user cannot access specific fields or create or modify Tabular Reports, contact a system administrator to verify the user’s Reports permissions and Data Set Permissions.

Video

Step-by-Step Guide

1. Navigate to the Grouping Tab

   Navigate to Reports > Ad-Hoc Reports > Create Report.

   Complete the required report setup tabs through Summary Rows, then navigate to the Grouping tab.

   This article covers grouping for Tabular Reports.
   
   For Summary Report grouping, refer to the related articles for Summary Reports.
   
   
   
    

2. Add the First Group

   Click and hold the hamburger icon next to the column you want to group by first.

   Drag the column to the bottom of the Group Rows box.

   Tip: Aim for the bottom of the box when dragging the column into place.

   The first group will be highlighted with a dark gray background in the report output.
   
   Any column used as a group will no longer appear as a regular column in the report. It becomes a section header instead.
   
   
   
   
    

3. Confirm the First Group

   The selected column will now appear in the first grouping box.

   This column becomes the primary group and controls the main sections of the report.
   
    

4. Add a Secondary Group

   To add a secondary group, click and hold the hamburger icon next to another column.

   Drag the column to the second group box.

   The secondary group creates sub-groups inside the first group.

   Secondary groups are highlighted with a light gray background in the report output.
   
   
   
   
   
    

5. Continue to Report Schedule

   Click Next to navigate to the Report Schedule tab.
   
    

6. Review Summary Rows, If Needed

   If Summary Rows were previously configured, navigate back to the Summary Rows tab.

   Adjust the calculations as needed so they include group-level summaries and not only the total report calculation.
   
   
    

Key Behaviors & Features

Grouped Columns Become Headers

When a column is used for grouping, it no longer displays as a standard column in the report. Instead, it becomes a group header.

Primary Group

The first group creates the main sections of the report and is highlighted with a dark gray background.

Secondary Group

The second group creates sub-sections inside the primary group and is highlighted with a light gray background.

Visual Hierarchy

Grouping creates a structured report layout that helps users scan and compare related records.

Summary Row Impact

Adding groups may affect how Summary Rows should be calculated. Review Summary Rows after grouping to confirm totals and group-level calculations are correct.

Drag-and-Drop Configuration

Grouping is configured by dragging columns into the Group Rows area using the hamburger icon.

Best Practices

Do

• Choose grouping columns that create logical, meaningful categories.
• Use the primary group for broad categories such as apparatus, department, shift, station, or incident type.
• Use the secondary group for subcategories within the primary group.
• Test the grouping structure with sample data before finalizing the report.
• Review the visual hierarchy to confirm it improves readability.
• Adjust Summary Rows after adding groups when group-level calculations are needed.

Don’t

• Group by columns with too many unique values.
• Group by record IDs, addresses, or other fields that may create excessive groups unless specifically needed.
• Use date fields for grouping unless the report should create a separate group for each date.
• Forget to review Summary Rows after adding or changing groups.
• Add unnecessary grouping that makes the report harder to read.

Optimization Tips

• Group by fields with a manageable number of distinct values.
• Choose a group hierarchy that follows how users will analyze the report.
• Use grouping to highlight key performance indicators, trends, and operational patterns.
• Keep the report audience in mind when deciding which fields should become group headers.

Troubleshooting & FAQs

Why did my grouped column disappear from my report?

This is expected behavior. When a column is used for grouping, it becomes a section header and no longer displays as a regular column.

How do I distinguish between primary and secondary groups in the report?

Primary groups are highlighted with a dark gray background. Secondary groups are highlighted with a light gray background.

Can I have more than two levels of grouping?

The standard configuration supports primary and secondary grouping levels. Contact your system administrator if additional grouping options are needed.

Why do my summary calculations look incorrect after adding groups?

Return to the Summary Rows tab and review the calculation settings. You may need to adjust the Summary Rows to include group-level summaries in addition to total report calculations.

What happens if I group by a field with many unique values?

The report will create a separate group for each unique value. This can make the report long and difficult to analyze. Consider using a field with fewer distinct values or applying Criteria filters to narrow the data.

Can I change the group order after setting it up?

Yes. You can drag and drop to reorder groups or remove them by dragging them back to the available columns area.

Can I group by a date field?

Yes, but use caution. Grouping by a date field may create a separate group for each individual date, which can make the report difficult to read.

Use Case Examples

Incident Analysis by Apparatus and Incident Type

Primary Group: Apparatus Name

Secondary Group: Incident Type

This organizes incidents by responding unit, with incident types grouped within each apparatus section.

Training Records by Department and Objective

Primary Group: Department

Secondary Group: Training Objective

This provides a departmental training overview with objective-based subsections.

ePCR Transmission Status by Date and Attempt Count

Primary Group: Transmission Date

Secondary Group: Number of Attempts

This displays daily transmission activity with attempt-based subgroups to help identify success or failure patterns.

Personnel Performance by Shift and Certification

Primary Group: Shift Assignment

Secondary Group: Certification Level

This creates a shift-based personnel report with certification breakdowns inside each shift.

Inspections by Inspector and Occupancy Type

Primary Group: Inspector

Secondary Group: Occupancy Type

This organizes inspection activity by inspector and shows the types of occupancies handled within each inspector’s section.

Incidents by Station and Unit

Primary Group: Station

Secondary Group: Unit

This shows incident records organized by station, with unit-level detail inside each station group.