Purpose Statement

Summary Columns define the measurements and aggregations performed on data within a Summary Report.

They are the core analytical component of summary reporting. Summary Columns transform raw records into meaningful results such as record counts, unique-value counts, sums, averages, maximums, minimums, and percentile measurements.

Every Summary Report requires at least one Summary Column to produce output.

Background Information

Summary Columns are configured in the Summary Grouping tab and work directly with Row Groups.

Row Groups define the categorical structure of the report, while Summary Columns define which measurements appear within each grouped row. Users can add multiple Summary Columns to a single report, each with its own measure, Column for Aggregation, optional filter, display name, value format, and decimal precision.

Each Summary Column also generates a system alias that can be referenced in Computed Column formulas.

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 summarized. If a user cannot access specific fields or data sources, contact a system administrator to verify the user’s Reports permissions and Data Set Permissions.

Video

Step-by-Step Guide

1. Navigate to the Summary Grouping Tab

   After completing the previous report configuration steps, navigate to the Grouping tab. Then select at least one Row Group. 
    

2. Locate the Summary Columns Section

   In the Summary Columns section, select the plus icon to create a new Summary Column.
    

   
   
    

3. Select the Measure

   Use the Measure dropdown to select how the Summary Column should calculate its results.

   The available measures are:

   Measure	Description	Best Used For
   Average of set	Calculates the average of the values in the selected Column for Aggregation.	Average response times, durations, scores, or other numeric measurements
   Number of items	Counts all matching items or records in each group.	Incidents, calls, inspections, patient care reports, or other record counts
   Number of unique items	Counts the distinct values in the selected Column for Aggregation. Duplicate values are counted once.	Unique units, personnel, patients, properties, or other distinct values
   Maximum value	Displays the highest value in the selected Column for Aggregation.	Longest response time, highest score, or greatest amount
   Minimum value	Displays the lowest value in the selected Column for Aggregation.	Shortest response time, lowest score, or smallest amount
   Sum of items	Adds the values in the selected Column for Aggregation.	Hours, costs, mileage, quantities, or other totals
   Nth Percentile	Calculates a specified percentile from the values in the selected Column for Aggregation.	Response-time benchmarks, performance analysis, or distribution reporting

   

    

4. Select the Column for Aggregation

   Select the data field that the measure should evaluate.

   The appropriate selection depends on the chosen measure:

   • For Number of items, the system counts matching records. 
   • For Number of unique items, select the field containing the values that should be counted once each.
   • For Average of set, Maximum value, Minimum value, Sum of items, or Nth Percentile, select the field containing the values to be evaluated.

   For example, select Billing Amount when using Sum of items, or select Response Time when using Average of set.
   
   
   
   
    

5. Apply Filter Conditions, If Needed

   Add optional filter conditions specific to the Summary Column.

   Summary Column filters work independently from report-wide Criteria filtering. This allows different Summary Columns in the same report to calculate different subsets of data.

   For example, one Summary Column can use Number of items to count ALS calls, while another uses Number of items to count BLS calls.
   
   
   
   
    

6. Enter the Column Name

   Enter a descriptive name for the Summary Column.

   This name displays as the column header in the report output. Use clear names such as Total Calls, Average Response Time, Unique Responding Units, or 90th Percentile Response Time.
   
   
    
    

7. Select the Value Format

   Choose the appropriate format for the measurement result.

   Common formats may include Number, Currency, Percentage, or Time Interval.

   Match the format to the type of result being displayed. For example, use Currency for a Sum of items measurement applied to a billing amount.
   
   
   
   Examples:

   Currency = $25.90

   Number = 34.25

   Percentage = 98.50%

   Time Interval = 05:30:26
   
    

8. Set the Decimal Places

   Enter the number of decimal places that should display in the report output.

   Recommended settings include:

   • Use 0 decimal places for Number of items and Number of unique items.
   • Use 2 decimal places for currency values.
   • Use 1–2 decimal places for averages, percentages, percentile results, and other measurements when appropriate.
     
     
     
      

9. Review the Alias

   Review the system-generated Alias.

   The Alias is automatically created by the system, such as col_1, col_2, or col_3. It is used to reference the Summary Column in Computed Column formulas and cannot be manually changed.

   Each alias also has a corresponding _total variant, such as col_1_total. The _total variant represents the overall report-level result for that Summary Column across all groups.

   The meaning of this overall result depends on the selected measure. For example:

   • Number of items returns an overall record count.
   • Sum of items returns an overall sum.
   • Average of set returns an overall average.
   • Number of unique items returns an overall distinct count.
   • Maximum value or Minimum value returns the overall highest or lowest value.
   • Nth Percentile returns the overall percentile result.
     
     
     
      
10. Add Additional Summary Columns

Repeat the configuration process for each additional measurement needed.

Each Summary Column operates independently with its own measure, Column for Aggregation, filter, name, format, and decimal setting. All configured Summary Columns display side by side in the report output.



Note: The Plus icon to add additional Summary Columns is at the top next to the first Summary Column. Once clicked, the new blank Summary Column configuration modal will appear below the last Summary Column.

Key Behaviors & Features

At Least One Summary Column Is Required

A Summary Report must include at least one Summary Column to produce output.

Summary Columns Work with Row Groups

Row Groups define how the report is categorized. Summary Columns define the measurements that display for each grouped row.

Independent Column Filters

Each Summary Column can have its own filter conditions separate from the report’s global Criteria filters.

Multiple Summary Columns

Users can add multiple Summary Columns to compare different measurements side by side.

Number of Items and Number of Unique Items Are Different

Number of items counts every matching record. Number of unique items counts each distinct value in the selected Column for Aggregation once.

For example, five incident records involving two apparatus units would produce:

• Number of items: 5
• Number of unique items using the apparatus field: 2

Alias System

Each Summary Column receives an automatically generated alias, such as col_1 or col_2, which can be used in Computed Column formulas.

Overall Result Variants

Each alias has a _total version, such as col_1_total, which represents the overall result for the Summary Column across all Row Groups.

The _total suffix does not always represent an arithmetic sum. It applies the selected Summary Column measure to the overall report data.

Aggregation Requirements Vary by Measure

Some measures require a Column for Aggregation, while Number of items can count matching records without evaluating a specific field.

Best Practices

• Use meaningful names that clearly describe what each Summary Column calculates.
• Use Number of items when the goal is to count all matching records.
• Use Number of unique items when duplicate values should only be counted once.
• Use Sum of items only with fields containing values that can be meaningfully added.
• Use Average of set, Maximum value, Minimum value, and Nth Percentile with an appropriate supported field.
• Confirm that the selected Column for Aggregation matches the selected measure.
• Choose a value format that matches the type of result being displayed.
• Use 0 decimal places for record counts and unique-value counts.
• Use 2 decimal places for currency.
• Use 1–2 decimal places for averages, percentages, and percentile measurements when appropriate.
• Use Summary Column filters to create comparative columns, such as ALS calls and BLS calls displayed side by side.
• Do not add averages, unique counts, maximums, minimums, or percentile results together to calculate an overall result.
• Keep the number of Summary Columns manageable for readability. Three to six columns often works well.
• Document what each Summary Column calculates when sharing reports with other users.

Troubleshooting & FAQs

Why does my Summary Column show zero or no data?

Verify that the selected Column for Aggregation contains data. Also review any Summary Column filter conditions to confirm they are not excluding all matching records.

When using Number of items, confirm that the report’s Criteria and Summary Column filters return records.

What is the difference between Criteria filtering and Summary Column filtering?

Criteria filtering applies to the entire report. Summary Column filtering applies only to that specific Summary Column measurement.

This allows different Summary Columns to calculate values from different subsets of data within the same report.

What is the difference between Number of items and Number of unique items?

Number of items counts every matching record.

Number of unique items evaluates the selected Column for Aggregation and counts each distinct value once, even when the same value appears in multiple records.

Why is the Column for Aggregation set to “--”?

When Number of items is selected, the report can count all matching records without applying the measure to a specific field. Other measures require an appropriate Column for Aggregation.

Can I use the same field for multiple Summary Columns with different measures?

Yes. For example, one Summary Column can use Average of set with a response-time field, while another uses Maximum value with the same field.

Why does the overall result not equal the sum of the grouped results?

Not every measure is additive.

Results from Average of set, Number of unique items, Maximum value, Minimum value, and Nth Percentile should not be expected to equal the sum of the individual Row Group results.

For example, the overall average is calculated from all matching records. It is not calculated by adding the averages displayed for each Row Group.

What does the Alias field do?

The Alias is a system-generated reference used in Computed Column formulas. For example, col_1 can be used to reference the first Summary Column’s grouped values.

The corresponding col_1_total reference returns the overall result for that Summary Column.

Can I change the Alias?

No. The Alias is automatically generated by the system and cannot be manually changed.

Can I change the order of Summary Columns?

To change the order, remove and re-add the Summary Columns in the desired display order.

Why is a measure not producing the expected result?

Confirm that the correct Column for Aggregation is selected and that the field contains values appropriate for the measure.

For example, Sum of items requires values that can be added, while Number of unique items requires a field containing the values that should be counted distinctly.

Use Case Examples

Count Incidents

• Measure: Number of items
• Column for Aggregation: Incident ID
• Name: Total Incidents
• Value Format: Number
• Decimal Places: 0

This displays the number of matching incidents for each Row Group.

Count Unique Responding Units

• Measure: Number of unique items
• Column for Aggregation: Responding Unit
• Name: Unique Responding Units
• Value Format: Number
• Decimal Places: 0

This displays the number of distinct responding units associated with each Row Group. A unit appearing on multiple records is counted once.

Calculate Total Revenue

• Measure: Sum of items
• Column for Aggregation: Billing Amount
• Name: Total Revenue
• Value Format: Currency
• Decimal Places: 2

This displays the total billing amount for each Row Group.

Calculate Average Response Time

• Measure: Average of set
• Column for Aggregation: Response Time
• Name: Average Response Time
• Value Format: Number
• Decimal Places: 1

This displays the average response time for each Row Group.

Display the Longest Response Time

• Measure: Maximum value
• Column for Aggregation: Response Time
• Name: Maximum Response Time
• Value Format: Number
• Decimal Places: 1

This displays the highest response-time value for each Row Group.

Display the Shortest Response Time

• Measure: Minimum value
• Column for Aggregation: Response Time
• Name: Minimum Response Time
• Value Format: Number
• Decimal Places: 1

This displays the lowest response-time value for each Row Group.

Calculate a Response-Time Percentile

• Measure: Nth Percentile
• Column for Aggregation: Response Time
• Name: Response Time Percentile
• Value Format: Number
• Decimal Places: 1

This displays the configured percentile measurement for response times within each Row Group.

Compare ALS and BLS Calls

Summary Column 1:

• Measure: Number of items
• Column for Aggregation: Incident ID
• Filter: Call classification equals ALS
• Name: ALS Calls

Summary Column 2:

• Measure: Number of items
• Column for Aggregation: Incident ID
• Filter: Call classification equals BLS
• Name: BLS Calls

This displays ALS and BLS call counts side by side for each Row Group.