Create a Summary or Crosstab Report

Summary reports help you look at your QuickBase data in an informative and meaningful way. These reports group and total records so you can see patterns and get answers to questions. Read more.

To create a summary report:
  1. Choose a table from the Table bar.

  2. Click REPORTS & CHARTS to open the reports panel, then click + New.

  3. In the dialog, select Summary and click Create.

  4. Select the values you want to show in your summary report.

    Within the Summarize Data section, select the fields whose values will make up your report. These fields will appear as columns in your summary report. Fields that appear in this dropdown list are always Numeric because only Numeric fields can be summarized (meaning totaled, averaged or otherwise calculated). For each field you choose to show, set summary and display options.

    Note: Summary reports are limited to 25 or fewer columns.

  5. For each field you selected within Summarize Data, tell QuickBase what kind of calculation you want the program to perform on these values:

    From the Summarize by dropdown select one of the following:

    Note: Each value that displays within a summary report is a calculated value. In other words, it represents multiple records grouped by row (unless there's just one in a set for some reason).

  6. If you want, have your data summarize figures in a different way.

    You may care more about comparing data than totaling values. For example, when deciding on bonuses you don't necessarily want to know how MANY deals a sales rep closed. Instead you'd like to see what percentage of your business that person brings in. To get numbers like this, you can have QuickBase show percentage values rather than regular numbers.

    For each field you chose in Step 3, click the Display As dropdown and select one of the following values:

    Tip: If you want to define advanced matching criteria options that aren't possible using the basic settings in the Report Builder's Filters section (like setting OR matching criteria across fields), you can set up a custom formula column to return only the records you want to summarize. To do so, turn on the Define a calculated column checkbox in the Summarize Data section, then create the custom column. Read how.

  7. Select your row groupings.

    How to you want to break down your numbers? In a summary report, each row is really a group of records. Choose the field you want to group by from the Grouping and crosstabs section. When you do, each value in that field displays as a row in your report.

    If you want, you can even group rows by a second field. The second group setting is "nested" within the first. However, if you try this, you'll notice that you lose the calculations (total, average or whatever) on the first group. But, you need those figures for your boss! Fret not. Crosstabs, which you'll read about next, will let you display it all together and save your job.

  8. Organize your row groupings.

    In the dropdown to the right of each selection you made in the preceding step, tell QuickBase how to organize your row groups, by making a selection in the corresponding Group by dropdown. Selections here depend upon what field you chose to group by. For instance, if you chose a date field, QuickBase lets you group records by day, week, month, year, quarter or decade. Fields that contain text content, like names, can be grouped alphabetically or by Equal Values, meaning that QuickBase will create a single row for each unique entry.

  9. If you want, group columns by a specific field (in other words, add cross tabulation, or crosstabs).

    If you want to include information from additional fields, enhance your view with crosstabs. Crosstabs are just groups of columns gathered under a field value. To do so, go to the Grouping and crosstabs section and select the Group columns radio button. Click the Group by dropdown and select the field you want to group columns by. Then tell QuickBase how to break down values in this field, by making a selection in the Combine dropdown. Again, selections here depend upon what field you chose to group by. For instance, if you chose a date field, QuickBase lets you group records by day, week, month, year, quarter or decade.

    As discussed in Step 6, if you try to group rows by a secondary field, you lose calculations on your highest level group. You can fix this with crosstabs. Instead of using that secondary field to group rows, use it to group columns by creating crosstabs. Not only will you gain calculations grouped by that field, you'll also retain calculations on your original row groupings.

    Tip: Each cell in a crosstab report represents records that meet a combination of two variables. For example, $214,000 is the total deal size of all opportunities that meet both the following criteria: Sales Rep is Chris Baker and Opportunity Status is Active Opportunity. That number is a cross tabulation.

  10. If you're not using crosstabs, you can set a custom sort order.

    The report is automatically sorted according to the selections you made in Step 5. If you want change the field the report sorts on, you can. However, your additional choices are limited to selections you made in the Summarize Data section. To change the sort order from within the Sorting section, click Custom order. Then use the dropdowns to choose a field to sort by, and tell QuickBase how to sort it.

  11. Tell QuickBase what records you want to see.

    You don't always want to see all the records in the table. You can tell QuickBase to only show you certain ones by setting specific criteria within the Filters section. Read how.

  12. Set advanced report options with formulas.

    If you're a fan of formulas, you'll be happy learn that you can design your report with formulas too. Within the Summarize Data section, turn on the Define a calculated column checkbox. QuickBase displays formula setting controls. (Learn more about using formulas.)

  13. Preview the chart and make edits, if necessary.

    Click Display on the Page bar to view the results of your modifications. If you don't like the results, click the Customize button at the top of the page to return to the Report Builder.

  14. Save the report. To do so, you will need to supply a name for the report, and whether you're saving the report as Personal (only you can view it) or Common (others can view it). Optionally, you can also assign the report to a group.

    About saving Common reports:

    You can only save a common report if the manager of the application has granted you permission to do so.

    When you save a common report, you don't need to allow absolutely everyone access to it. QuickBase prompts you to select the roles that should see it. To share with all application users, select All Roles. (An Application Manager can change which reports a particular role can access at any time. To learn how, see Specifying which reports a user can access.)

    To help others understand what your report shows, type in a description. If you want the description to display above the report, turn on the Show description on report page checkbox.

 

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