Knowledge Center

Knowledge Center > Reporting > Using Reporting > Create a Summary Report

Create a Summary Report

Create and customize your own Reporting summary reports when you want to group and summarize data. Summary reports are similar to pivot tables in Excel.

There are only three steps to creating a new Summary Report:

  1. Select the data source.
  2. Build and preview the report.
  3. Run and view the report.

From the Zuora Reporting landing page click Create New Report to get started. Click the video below to see a summary report creation example. 

Zuora Reporting - Creating a Summary Report
 

1. Select the Data Source

Select the data source appropriate for the report you want to create. For help with the data source selection refer to Zuora Reporting Data Sources and Picking the Right Data Source pages or refer to Standard Reports for inspiration. Zuora Standard Reports can be a useful starting point because you can save any Zuora Standard Report with a new name and modify it for your specific needs. Finally, you can refer to Zuora Reporting Data Sources and use the linked data pages to get more detail about data sources and the data source objects that they contain.

Or you can scan the list of data sources to find what you need. Here are a few tips to help you find what you want.

  • Hover over the data source to see a summary description of the data source.
  • Display a list of available data sources and expand all summaries by clicking List View.
  • Search the data source summary descriptions to help you find the right data source fields for your report. Searching will search the name and description of each data source.

When you first view the data source selection page, a default list of data sources is shown. You can, if you wish, view all available data sources by clicking on the button labeled All in the upper right. Your reporting administrator may also change which data sources appear in the default view.

2. Build and Preview the Report

To build the summary report drag and drop data source object fields into following parts of the report Column Groups, Row Groups,  and Value Fields.  As you add fields you will see a preview of what your final report will look like.  The preview data is based on sample data from your tenant and is meant to give you an idea of how the report will be structured, but the results shown in the preview mode will typically not match the results in your final report. 

The panel on the left of the report builder is populated with the data source objects from the data source you selected. 

  • Click the data source object names to expand or collapse the list of fields for each object.
  • Search for the data source fields you are interested in by entering a few letters of the object or field name in the Search field.

Click, drag, and drop data source fields into Column Groups, Row Groups, and Value Fields. To more quickly create filters on fields already in the report click on the settings icon:  SettingsIcon2.png 

The following sections show how Column Groups, Row Groups, Value Fields and Filters can be used in a report

Column Groups and Row Groups

Column Groups and Row Groups segment and group the values that you summarize in your report.

Column Groups create a series of groups horizontally. 

SummaryReport-ColGroup.png

 

Row Groups create a series of groups vertically.

SummaryReport-RowGroup.png

You can add multiple Row Groups or multiple Column Groups. You can add up to five of either in total.

Group Display Layout

If you have two or more column or row group dimensions, then the order of display determines how those dimensions generate the summary report display.  Both groups build the report dimensions starting from left to right.  The first column group generates the first row of column headings and every subsequent column group creates another group of column heading below the previous column group. Row groups are nested in the same way from left to right.   

Enable Row Group Subtotals

Any row group selection can display or hide the subtotal by default.  A subtotal is a total for each group displayed as a distinct row.  For example, in the screenshot above, the Enterprise Platform product has a subtotal row, "Total for Enterprise Platform".  

Enable or hide the subtotal row by clicking the settings icon for the desired row group and either checking or clearing the Enable Subtotals checkbox.

Groups of Groups

In some cases, you may want to roll-up the values of a Row or Column Group field into another layer of grouping.

For example, you might want to add Invoice Date to the report but group the dates into months, or you might want to group by Account Balance but divide customers into only two groups, based on whether or not they have a balance of more than $1,000. When you add a date field or a numeric field to the report, you are automatically given these type of grouping options.

Numeric Data Type Grouping

Numeric data types can be configured to use No Grouping, Even Intervals, or Custom Intervals. 

For grouping with Even Intervals define the numeric range for the intervals. For grouping by Custom Intervals you can specify the interval names and customize the start and end of each interval.  Because numeric interval grouping causes many queries to be generated for each report, some limitations apply.

NumericGrouping.png

Datetime Data Type Grouping

Date and datetime data fields can be grouped by calendar week, month, quarter or year.

GroupingDateTime.jpg

If you wish to group by Fiscal Year or Accounting Periodyou can use fields from the Accounting Period object, which is available in many data sources in Zuora.

Value Fields

Value Fields determine what aggregated values are displayed in the body of the table.  

You can summarize Value Fields in several different ways:

  • How much ...? What is the total ...?  (SUM)
  • What is the average ...? (AVG)
  • How many ...? (COUNT)
  • How many unique ...? (COUNT UNIQUE) 
  • What is the least or smallest ...? (MIN)
  • What is the most or greatest ...? (MAX) 

For example, if you know you want to see all Invoice Item: Charge Amounts posted for each account plotted against the invoice date, then the mechanical work to make the report is easy.   Drag and drop Invoice Item: Charge Amounts into Value Fields and aggregate the data set values by SUM.  After the column and row groups are set the table body is populated with the data set, summarized and plotted according to those column and row groups.  Also the summary report builder automatically creates the table title from the aggregation plus the value field name as is shown below.

SummaryReport-ValueFields.png

Add Filter Conditions

Filter conditions determine which records are included when your report is calculated. For example, you would probably only include Invoices where Status is ‘Posted’ and not Invoices where Status is ‘Draft’ if you were totaling up the amount that you have billed.

  • Filters can be based on static values and conditions
  • Filters on datetime data types can be defined relative to whatever day that report is run in the future.
  • Parameterized filters can be set to prompt the user to specify filter values at the time of the report run. 

Refer to the page describing Reporting Filters for more information.

3. Run and View the Report 

You can save and run the report at any time during the configuration of the report.

To save a report, click Save. When you save the report, you can specify the report name, report description, and the folders to save the report in. After you have saved the report, you can use the Save menu button to rename or move the report. See Folders and Sharing for more information.

To save and immediately run the report, click Save Report & Run. You can also use the Save Report & Run menu button to schedule a run of the report. See Schedule Report Runs for more information.

If you choose to run the report, Reporting displays the final report results based on all the data from your tenant. To rerun the report, click Run Again. To return to the report builder and reconfigure the report, click Edit Report.

To export the final report results as a CSV file, click Export. The rows and columns in the exported CSV file are grouped in the same way as the displayed report results. This results layout is called the crosstab layout. To export the report results as a flat table, select Unpivoted Layout from the Export menu button.

Notes and Limitations

If a field has no value, Reporting displays "(none)" in the summary report results. If the value of a field is the empty string, Reporting displays "(blank)" in the summary report results.

The following limitations apply to summary reports:

  1. Currently summary reports are limited to ten dimensions at a time, meaning you can have any combination of column groups and row groups as long as they don't add up to more than ten.

  2. The number of columns is limited to 100. In contrast, the number of row groups is essentially unlimited.  So if you want to create a summary report with a dimension that has more than 100 values (date and datetime data types can easily reach hundreds of values) you can do one of the following things:
    • Make that large dimension a row group.
    • Group-by time into years, quarters, months, or weeks if the data type is date or datetime.
    • Group-by intervals if the data type is an integer, decimal, or numeric data type.
  3. Only one column group and one row group may use bucketing. Bucketing results from using intervals for numeric, or selecting fiscal years or accounting period fields. The column using bucketing can not have more than ten buckets (intervals).
  4. The total number of queries produced by one report may not exceed 50. The number of queries is not visible in the user interface, but behind the scenes, the number of buckets and groups in columns and rows creates as many queries as the cross product or the number of table cells.

  5. Reports using COUNT DISTINCT can have only one value field and they must have at least one column or row group.

  6. Preview for a report is disabled when COUNT DISTINCT is used with date or datetime data types.

  7. The Days Overdue field can not be used as a value field in a report.

  8. If your organization uses Zuora Multi-entity, each report represents data from the entity in which you created the report. It is not possible to create a report that represents data from multiple entities in your multi-entity hierarchy.

What's Next


After saving your report you can schedule report runs so that it will deliver updated results when you and your stakeholders want them. 

You can use the Manage Report Runs page to check the status of report runs and download results from completed report runs. Each report run is listed on the Manage Report Runs page for 60 days.

Last modified
17:07, 9 Dec 2016

Tags

Classifications

(not set)