Purpose Statement
Charts allow users to add visual representations directly within Summary Reports.
Charts transform aggregated summary data into graphical formats, making trends, comparisons, and distributions easier to identify without using external tools. They are helpful for presentations, executive reporting, dashboards, and quick visual analysis of report data.
Background Information
Charts are configured in the Summary Grouping tab after the report has been configured with Row Groups and Summary Columns.
Charts use the report’s configured grouping and summary data to create a visual layer on top of the summary table. They appear within the report output alongside the tabular data. Multiple chart types are available so users can choose the visualization that best matches the data being analyzed.
Charts are not separate from the report data. They reflect the same data shown in the Summary Report and update when the report criteria, groupings, or calculations change.
Required Permissions
Users must have access to the Reports module and Ad-Hoc Reporting functionality.
Charts require at least one Row Group and one Summary Column to already be configured. Additional access may be required based on the data sources and fields used in the report.
If a user cannot access specific fields, data sources, or chart-related options, contact a system administrator to verify the user’s Reports permissions and Data Set Permissions.
Video
Step-by-Step Guide
Configure a Row Group and Summary Column
Before adding a chart, ensure the report already has at least one Row Group and one Summary Column configured.
Navigate to the Charts Section
In the Summary Grouping tab, navigate to the Charts section.
Select the Chart Type
Select the visualization style that best fits the report data.
Chart Type Visual Style Best Used For Bar Horizontal bars Comparing categories with long labels or ranking items Column Vertical bars Comparing categories or showing values across time periods Donut Circular ring with a hollow center Showing proportions or distribution Gauge Progress meter Showing progress toward a goal or target Line Connected data points Showing trends over time Pie Circular wedges Showing parts of a whole with a small number of categories Select the Grouping
Select the data source field from the configured Row Group.
This determines which categories appear on the chart axis, segments, bars, or data points. Each unique value becomes a visual element in the chart.
Select the Measure
Choose the calculation method for the chart data.
Common measure options include:
Measure Description Average of set Calculates the average value of the selected field Number of items Counts the total number of items Number of unique items Counts the number of distinct values Maximum value Displays the highest value Minimum value Displays the lowest value Sum of items Adds the values together Nth Percentile Returns the value at a specified percentile Select the Column for Aggregation
Select the field that the measure should be applied to.
This works similarly to the Column for Aggregation field used when configuring Summary Columns.
Review the Chart Output
Preview or run the report to confirm the chart displays as expected.
Verify that the chart matches the data shown in the summary table.
Interact with the Chart
Hover over chart elements, such as bars, slices, or line points, to view specific values and percentages when available.
Choosing the Right Chart Type
| Reporting Goal | Recommended Chart | Why |
|---|---|---|
| Compare values across categories | Column or Bar | Makes differences between categories easy to compare |
| Show distribution or proportions | Pie or Donut | Shows how categories contribute to a whole |
| Track trends over time | Line | Highlights patterns and direction over time |
| Show progress toward a target | Gauge | Focuses on a single metric compared to a goal |
| Rank items from highest to lowest | Bar | Horizontal layout is easier to read for ranked lists |
| Compare a few categories | Pie | Works well for simple proportional views |
| Compare many categories | Column or Bar | Easier to read than a pie chart with many slices |
Special Considerations for Gauge Charts
Gauge charts work differently from the other chart types because they are designed to display one summarized value against a defined maximum.
Unlike Bar, Column, Pie, Donut, or Line charts, the Grouping selection is not meaningful to the gauge visualization. The gauge is focused on the selected Measure and Column for Aggregation and displays the resulting value as a single metric.
Configure a Gauge Chart
When Gauge is selected as the Chart Type, configure the following fields:
| Field | How It Is Used |
|---|---|
| Maximum value | Defines the upper limit of the gauge |
| Grouping | Does not meaningfully affect the gauge because the chart displays a single summarized value |
| Measure | Determines how the selected column is calculated, such as Number of items, Sum of items, Average of set, or Maximum value |
| Decimals | Controls the number of decimal places displayed |
| Column for aggregation | Identifies the field to which the selected Measure is applied |
Choosing a Maximum Value
The Maximum value is especially important because it determines the scale of the gauge. The maximum should provide enough room for the current value to be displayed clearly rather than ending directly at the top of the gauge.
For example, suppose you are creating a gauge that shows your department's total incidents for the year:
- Measure: Number of items
- Column for aggregation: Incident Id
- Maximum value: A value slightly higher than the department's typical high annual incident count
A good approach is to review several previous years of incident totals. Use those historical results to determine the department's normal range, then set the gauge maximum slightly higher than the highest recent year.
For example, if recent annual totals were approximately 4,600, 4,850, and 5,100 incidents, you might set the Maximum value to 5,500.
This gives the gauge enough visual space to show where the current year's total falls within the expected range.
Tip: Avoid setting the Maximum value equal to the current total. Doing so can make the gauge appear completely full and reduces its usefulness as a visual indicator.
When to Use a Gauge Chart
Gauge charts are best for displaying a single high-level metric, such as annual incident volume, inspections completed, total training hours, or another summarized value where there is a meaningful upper reference point.
They are less appropriate when the goal is to compare multiple groups or categories. For those reports, use a Bar, Column, Pie, Donut, or Line chart instead.
Key Behaviors & Features
Integrated Display
Charts appear within the report output alongside the Summary Report data table.
Interactive Hover
Users can hover over chart elements to display specific values and percentages when available.
Data Sync
Charts reflect the same data shown in the summary table. They are not independent from the report results.
Row Group Dependent
The chart grouping is tied to the report’s configured Row Group.
Multiple Charts
Users can add more than one chart to a report to show different visual perspectives.
Automatic Updates
Charts update when report data, criteria, Row Groups, or Summary Columns are modified.
Export Considerations
Chart export availability may depend on the export format selected.
Best Practices
- Match the chart type to the story the data should tell.
- Use line charts for trends over time.
- Use bar or column charts for category comparisons.
- Use pie or donut charts for simple proportions.
- Limit pie and donut charts to approximately 5–7 categories.
- Use bar charts when category labels are long.
- Use column charts for time-based groupings such as months, quarters, or years.
- Use gauge charts for focused KPI or target-based reporting.
- Avoid adding too many charts to one report.
- Hover over chart elements to confirm values match the summary table.
- Use Criteria filters to reduce clutter before charting large data sets.
Troubleshooting & FAQs
Why isn’t my chart displaying any data?
Verify that the report has at least one Row Group and one Summary Column configured. Charts rely on summary grouping and summary calculations to display data.
Can I export Summary Reports with charts?
Chart export capabilities may depend on the export format. Some formats may include embedded charts, while others may export only the tabular report data.
Why does my pie chart have too many small slices?
The selected grouping field may have too many unique values. Pie charts work best with a small number of categories. Apply Criteria filtering to reduce the number of categories or switch to a Bar or Column chart.
Can I customize chart colors or labels?
Chart styling is system-managed. Colors and labels are automatically assigned based on the report configuration.
Does the chart update when I change report criteria?
Yes. Charts automatically update to reflect changes to Criteria, Row Groups, and Summary Columns.
Can I add multiple charts to one report?
Yes. Multiple charts can be added to provide different visual perspectives on the same report data.
Why does my chart not match what I expected?
Review the selected Grouping, Measure, and Column for Aggregation. Also confirm that report-wide Criteria filters are not excluding records from the chart.
Which chart type should I use for time-based reporting?
Use a Line chart when showing trends over time. A Column chart may also work well when comparing values across specific months, quarters, or years.
Use Case Examples
Call Volume by Shift
Chart Type: Column
Grouping: Shift
Measure: Count
Column for Aggregation: Incident ID
This displays vertical bars comparing call volume across shifts.
Revenue Distribution by Service Type
Chart Type: Pie
Grouping: Service Type
Measure: Sum
Column for Aggregation: Billing Amount
This displays revenue distribution by service type, such as ALS, BLS, and transport revenue.
Response Time Trends by Month
Chart Type: Line
Grouping: Month
Measure: Average
Column for Aggregation: Response Time
This displays how average response times trend over time.
Incident Type Breakdown
Chart Type: Donut
Grouping: Incident Type
Measure: Count
Column for Aggregation: Incident ID
This displays the proportion of fire, EMS, rescue, and other incident types.
Performance Against Target
Chart Type: Gauge
Measure: Average
Column for Aggregation: Response Time
This displays how close the agency is to meeting a response time benchmark.
Station Workload Ranking
Chart Type: Bar
Grouping: Station
Measure: Count
Column for Aggregation: Incident ID
This ranks stations from busiest to least busy based on incident volume.
Inspection Completion by Month
Chart Type: Column
Grouping: Month
Measure: Count
Column for Aggregation: Inspection ID
This displays completed inspections by month.
Training Hours by Department
Chart Type: Bar
Grouping: Department
Measure: Sum
Column for Aggregation: Training Hours
This compares training hours across departments.