Summary Reports

Summary reports group results based on similar data in selected fields. For example, you can create a Summary report that returns the number of items for each developer divided up based the state and project of the item.

The groupings of results depend on the order of the fields in the report. Using the previous example with the developer, state, and project fields, you have six possible ways to group the results. You could group all items based on different states (new, assigned, completed), then subdivide each grouping based on the projects, and then subdivide that subgroup based on developer. Or, you could start by grouping the items by developer, and then subdividing the subgroup by project and then subdivide again by state.

You can add columns to calculate averages, sums, and maximum and minimum values of Numeric, Date/Time, Binary / Trinary, and Summation fields.

You can also calculate the averages, totals, maximum and minimum values for Time Capture entries.

You view a listing report of the specific items within a summation row by clicking the Number of Items value or by clicking the Listing icon.

You can collapse and expand the different groups, as well as adjust the view by selecting from the available options such as Show Repeating Values and Show Rollup Levels. See Results for details.

Content Options

The following options are available in the Content area for Summary reports.

  • Report Item Type

    Contains the primary table for the selected application and any auxiliary tables for which you have privileges. Select the table that contains the information for the report.

  • Report Project

    For reports based on primary tables, the project you select when creating a report determines which items are returned in your report. The project selection also determines where the report is stored and which users can access the report. For example, if you select Project A, only users who have privileges to run reports in Project A can run the report.

    For details, refer to Selecting a Report Project.

  • Select Columns to Display (Groups by Unique Values)

    Select and order the fields that determine how your results will be grouped. For example, you can select the active/inactive field, and you will get two groups returned, one with the number of active items and one with the number of inactive items.

    When you select multiple fields, groupings are created based on the combinations of fields. For example, if you selected the active/inactive field and the state field (which has four available states), you would have eight groupings.

    Only unique values appear on the report. Sorting for your report is based on fields selected in the Data Grouping box. Sorting is done only on the first four columns. All of the returned groupings are first sorted according to the first column, and then subdivided based on the second column, and so on. If you selected the active/inactive field for the first column, you will have all active groupings listed first, and then the inactive groupings. Note that the order which the values display, active then inactive, are set by your administrator.

    Most field types are available for data grouping; however, Folder fields and large Text fields are not available. Depending on the type of database your system is using, Multi-Group, Multi-User, and Multi-Selection fields may not be available.

  • Set Custom Field Widths

    By default, the width of field columns is set automatically based on the size of your browser window and the number of fields displayed on the report. You can force the column for a selected field to be larger or smaller by specifying an absolute width in pixels.

    To change the display width of a field, select a field in the left pane, and then click the Set Custom Field Widths link to specify a display with in pixels for the field. You can then move the field to the right pane.

Search Filters

Search filters enable you to narrow your search for items. Depending on your privileges, you can define basic conditions or Advanced SQL Conditions.

Note: You can change the type of condition the report uses, but your search criteria is not converted. For example, if you specify an Advanced SQL condition, and then select the Use Basic Conditions option, your Advanced SQL is not converted to a basic condition.

Select the following options for creating a search filter for your report:

Option Description
Include Items From Sub-projects Select this check box to include items from sub-projects of the project selected from the Report Project list. This option is not available for reports created against auxiliary tables.
Show Search Filter In Results Select this option to display your Search Filter settings in the output of the report. This option allows report viewers to see which filters are used in the report. It is also helpful when you select to print a report, since it displays which Query At Runtime parameters were selected.
Limit selections using field dependencies and project selections

Select this check box to use the project's field dependency rules.

For example, in Project A, the Priority field has a dependency with the Severity field. The dependency states that when the Severity field is Critical, then the Priority field must be 1 or 2.

You create a Details report on Project A and add a Search Specification of Severity in Critical. Then, you add a Search Specification for the Priority field. The available Field Values for the Priority field will be limited to 1 and 2.

Note: Changing this setting does not affect values that have already been selected.
Use Basic Conditions Allow you to define a search filter by making selections from the list of fields. For detailed information about using basic conditions, refer to Using Basic Conditions in SBM Reports.
Use Advanced SQL Conditions

(on-premise customers only)

SQL (Structured Query Language) is an industry-standard language for selecting records from a database. For detailed information about using Advanced SQL conditions in SBM reports, refer to Using Advanced SQL Conditions in SBM Reports.


The following options are available in the Additional Options area of the Summary report form. These options can be considered "advanced" report options.

  • Add Columns of Calculations

    You can include single-field functions (SQL aggregate functions) in Summary reports. The SQL aggregate functions available are average, maximum, minimum, and sum. For details, refer to Single-Field Functions. You can perform the following functions:

    • AVG (Average) – Average all values in a field.

    • MAX (Maximum) – Return the maximum value in a field.

    • MIN (Minimum) – Return the minimum values in a field.

    • SUM (Sum) – Return the sum of all values in a field.

      For example, to determine the last time an item was submitted into a particular project, specify the following parameters in the Calculated Fields to Display section of the report form: Last Item Submitted = MAX of Submit Date/Time. When you run the report, the date and time the last item was submitted into the queried project appears in the Last Item Submitted column.

    To add a single-field function to a report:

    1. In the Column box, type the name that will appear as the Column Header in the report.

    2. In the first calculation box, select a field that will serve as the first operator from the drop-down list.

    3. Select an operand from the next list.

    4. In the second calculation box, select a field that will serve as the second operator from the drop-down list.

  • Include Items

    Select this option to show the individual items for each grouping.

  • Footer
    Optionally, supply a footer for your report.
    Note: The footer renders some common HTML tags such as <i>, <b>, and <font>. However, this means that character entity references such as >, <, ", and & are not encoded in the footer. Therefore, in order to display <Some Text> in the footer, you must send the following encoded sequence: &lt;Some Text&gt;.
  • Optional HTML Template

    This drop-down list contains HTML templates for customizing the look of your report. Provided templates include excellist.htm, which improves the display of Listing report results when they are exported (by right-clicking the report output and then selecting Export to Microsoft Excel), and massselectlist.htm, which provides buttons at the top of the page, enabling you to select or clear the check boxes for all items in the results list. Your administrator can customize report templates, and the templates in the list may or may not apply to the type of report you are creating. Select the template from the drop-down list.

Drill-Down Display Options

The following options are available in the Drill-Down Display Options area of the report form. They enable you to specify which fields to include in the drill-down reports as well as column widths and sorting criteria.
  • Drill-Down Display Options may not be available if your administrator has disabled Flash components or in browsers that do not support HTML5.
  • You cannot drill down into a report when it is contained in a Drill Through report and used to drive another report. See Drill Through Reports for more information.
The following table describes each of the fields that you use to specify drill-down display options:
Field Description
Value Display Format Select this check box to use the default columns for the drill-down report. Clear the check box to enable the Select Columns to Display feature.
Select Columns to Display Select the fields that you want to appear as columns in the drill-down reports. To select or deselect a field, move it to or from the right-hand box using the arrow buttons.
Set Custom Field Widths Optionally, specify the width (in pixels) for the columns in the drill-down reports.
Sorting Select the fields on which you want to sort the data in the drill-down reports.


The Summary report displays groups of items that share the same values in the fields that you selected to display. The groups can also be collapsed at the different rollup levels following the order of the fields. The field order depends on how they were selected, with any calculated fields showing up to the far right.

The Number of Items column provides a link that opens a Listing report of the items in that grouping. This list shows the number of items that fit the criteria across the selected fields. If you selected to display the items from a rollup level, it will include all of the items that meet the selection criteria for that rollup level.

For example, if your report contains a count of items in each project submitted by a specific set of users, each count of items owned by a user appears as a link. Click the Number of Items value to display a Listing report of those items. Also, you click the value on the project level to show all items in that project submitted by the set of users. To return to the original report after viewing the Listing report, click the Back to Results link.

You can expand and collapse the rollup level groupings by selecting the icons on the left.

The following table describes the options available in the Summary results view:
Option Description
Show rows with at least Move the slider to filter the results for groups having equal or more items.
Show rollup levels Move the slider to hide or display rollup levels. As you move to the right, each new layer of rollup levels is displayed. Moving the slider completely to the right displays all roll up levels. The rollup levels displayed appear above the slider.
Show repeating values Select this option to display duplicate values at the rollup levels and at the low levels. If not selected, only the first occurrence of a value will appear.
Show items Select this option to display the individual items in the report. This option is only available if Include Items is enabled under Additional options in the report definition.
Tip: If links are not available on the drill-down report, simplify the report specifications on your originating report.
Note: If you do not have privileges to view data from specific fields, the information appears as asterisks in the report.