Building Group By’s

A “Group By” is a method of aggregating data in a report. You can apply a temporary group by for on-the-fly reporting or save a group by to access later, share with other users, or build a chart. 

Follow these steps to define a group by in a report:

  1. Open the report you want to use to build the group by definition
  2. In the top left corner below the search box, click on the “Group by” button in gray outline

  3. Select the purple “Create” button in the drop down menu that appears

  4. In the “Group by” window that appears, complete the following:

    1. Filters - Apply any filters to the source data report you would like. If you applied any filters to the report before step 2 above, the filters will be retained here. Modify as needed.
    2. Extraction / Grouping - In this section you’ll be selecting the columns you’d like to include in your group by definition and applying data transformations as needed.
      1. Name - Select the column from the data source 
      2. Process - Select the data transformation you’d like to apply to your selected column. Here are the various types of data transformations:
        1. No process - Default
        2. Querystring extraction - Extract a part of the string value found in the selected column
        3. Substring - Extract a part of the string value found in the selected column
        4. Substring replace - Basically a find and replace transformation, enter the starting value to find and velue to be replaced with in the selected column
        5. Values - Enter the text value (in quotes) to be counted in the selected column
        6. URL path
        7. Date - Transforms and extracts only the date of the value in the selected column
        8. Date/Time - Transforms and extracts only the date and time of the value in the selected column
        9. Time - Transforms and extracts only the time of the value in the selected column
        10. Year - Transforms and extracts only the year of the value in the selected column
        11. Month - Transforms and extracts only the month of the value in the selected column
        12. Week - Transforms and extracts only the week of the value in the selected column
        13. Json parameter - Enter the parameter name for the value to be extracted 
        14. Avg - Averages the values of the selected column
        15. Min - Displays the minimum value of the selected column
        16. Max - Displays the maximum value of the selected column
        17. Sum - Aggregates the numeric values of the selected column
        18. Count - Counts the entries of the selected column
        19. Cardinality
      3. Derived Column - Enter the name of the new column, otherwise it will default to column name from the source
    3. Metrics - In this section you’ll be defining calculated metrics
      1. Name - Enter the name of the calculated metric
      2. Calculation - Enter the column names and the formula. Use the following:
        1. Addition: +
        2. Subtraction: -
        3. Multiplication: *
        4. Division: /
    4. Definition Name
      1. If you are planning to save this group by definition, enter a group by name in the textbox and then click the purple “Save And Apply” button that appears.

      2. If you are doing on-the-fly reporting and don’t need to save this group by, you will not need to enter a group by name. Just click on the purple “Apply” button.
  5. You should now be out of the “Group By” window and back to the source report with the new definition applied. 
  6. Notes: 
    1. If you choose to save this “Group By” definition, you can copy and paste the current URL link to share with team members to access OR if they already have access to this source report, they can open this report and click the gray “Group by” button in the top left corner. From the drop down menu, they can click on the Group by definition you added to view the data.
    2. If you would like to modify your Group by definition, you can click on the Group by button and to the right of your Group by name, click the gray pen icon. The Group By window will appear for you to edit the definition. Make sure you click “Save and Apply” after making changes if you would like to update that specific Group by definition.

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