Purpose Statement

This feature allows users to organize and structure data in Tabular Reports by creating grouped sections based on specific column values. Tabular grouping transforms flat data tables into hierarchical, organized reports where related records are visually grouped together, making it easier to analyze patterns, compare performance across categories, and present data in a logical, readable format.

Background Information

Tabular grouping is used specifically for Tabular Report types in the Ad-Hoc reporting system and comes after configuring your data source, columns, sort order, criteria, and summary rows. This feature reorganizes your report data by creating visual groups based on column values, with the ability to create primary groups and secondary sub-groups. When a column is used for grouping, it no longer appears as a regular column but instead becomes a section header that organizes related records. This is particularly useful for analyzing incident data by apparatus, organizing training records by department or objective, or structuring any report where categorical organization enhances readability and analysis.

Required Permissions

Users must have access to the Reports Module and Ad-Hoc reporting functionality. Specific permissions are required based on the data sources and fields being used for grouping. Contact your system administrator if you encounter access restrictions when creating or modifying tabular reports.

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Step-by-Step Guide

1. We got here by Reports Module > Ad-Hoc Reports > Create Report and have completed the tabs up to Summary Rows. Now we are navigating to the Grouping Tab. This article covers grouping for Tabular Reports. Click here for Grouping for Summary Reports.

2. Click and hold on the hamburger icon next to the column you want to Group by first. Drag it over to the bottom of the Group Rows box. (Tip: Aim for the bottom of the box.)

Any column that is used as a Group will no longer appear as a column in your report. The First group will be highlighted by a dark grey background.

3. The column will now appear in the first box.

4. If you want a secondary Group, repeat the click and drag to the Second Group box. This will create sub-groups inside of your First Group.

The secondary groups will be highlighted by a light grey background.

5. Click Next to navigate to the Report Schedule tab.

6. If you have previously created Summary Rows for your report, you will need to navigate back to that tab to adjust your calculations to include Groups and not just the Total Report. 

Best Practices

Do:

• Choose grouping columns that create logical, meaningful categories
• Use primary groups for broad categories (like apparatus, department, or incident type)
• Use secondary groups for subcategories within primary groups
• Test your grouping structure with sample data before finalizing
• Consider how grouping affects summary calculations and adjust accordingly
• Review the visual hierarchy to ensure it enhances readability

Don't:

• Group by columns with too many unique values (creates excessive groups)
• Use date fields for grouping unless you want separate groups for each date
• Forget to adjust summary row calculations after adding groups
• Create more than two levels of grouping unless absolutely necessary

Optimization Tips:

• Group by fields that have a manageable number of distinct values
• Consider the logical flow of information when choosing group hierarchy
• Ensure grouped data tells a coherent story for your audience
• Use grouping to highlight key performance indicators and trends

Troubleshooting & FAQs

Q: My grouped column disappeared from my report. Is this normal? A: Yes, when a column is used for grouping, it becomes a section header and is no longer displayed as a regular column. This is expected behavior.

Q: How do I distinguish between primary and secondary groups in the report? A: Primary groups have a dark grey background, while secondary groups have a light grey background for visual distinction.

Q: Can I have more than two levels of grouping? A: The standard configuration supports primary and secondary grouping levels. Contact your system administrator for advanced grouping requirements.

Q: My summary calculations seem wrong after adding groups. What should I check? A: Return to the Summary Rows tab and adjust your calculations to include group-level summaries in addition to report totals.

Q: What happens if I group by a field with many unique values? A: This will create many small groups, which may not be useful for analysis. Consider grouping by fields with fewer distinct values for better organization.

Q: Can I change the group order after setting it up? A: Yes, you can drag and drop to reorder groups or remove them entirely by dragging them back to the available columns area.

Use Case Examples

Incident Analysis by Apparatus and Type:

• Primary Group: Apparatus Name (creates sections for each apparatus)
• Secondary Group: Incident Type (creates subsections within each apparatus)
• Result: Shows all incidents organized by responding unit, with incident types grouped within each unit

Training Records by Department and Objective:

• Primary Group: Department (organizes by organizational unit)
• Secondary Group: Training Objective (shows training categories within each department)
• Result: Departmental training overview with objective-based subsections

ePCR Transmission Status by Date and Attempt Count:

• Primary Group: Transmission Date (organizes by day)
• Secondary Group: Number of Attempts (shows success/failure patterns)
• Result: Daily transmission performance with attempt-based analysis

Personnel Performance by Shift and Certification:

• Primary Group: Shift Assignment (organizes by work schedule)
• Secondary Group: Certification Level (groups by qualification)
• Result: Shift-based personnel analysis with certification breakdowns

Related Configuration Notes

Summary Row Integration: When using tabular grouping with summary rows, ensure your calculations are configured for:

• Group-level totals (calculations within each group)
• Overall report totals (calculations across all groups)
• Appropriate aggregation functions for grouped data

Visual Hierarchy:

• Dark grey background = Primary groups
• Light grey background = Secondary groups
• Regular rows = Individual records within groups
• This visual structure helps users navigate complex reports efficiently