The grouping feature in the Report Builder creates a group of data for each unique answer that has been collected in a selected column. Below is an example of a report before and after grouping its data by a column:

In this scenario, the report pulls in data regarding services provided to participants in various programs. Grouping the report by the Program field creates a separate group for each program that has a Service Tracking record associated with it. This allows us to expand and collapse each program's data and count the rows within each group.

Follow the steps listed below to learn how to group your report data by columns.

Click the green gear icon at the top of the column you want to group your report by. This will open the Column Properties window.

Under "Group By This Column," select Yes then click Apply to confirm your changes. This will create a line of data for each unique value in the column and list the records with that value below it. The column name will include "(grouped)" to identify grouped columns easily within your report section.

Note: When editing a report in the Report Builder, only the first grouped result will be visible in the section. Running the report will expand all grouped results.

You can group on several columns in the same report section to continue drilling down into your data for easier interpretation. The example report below is separated by program, then the types of service provided by the program, then each date the service was provided, and finally each participant that received the service.

Note: You can group up to 4 columns in a single report. Any more grouped columns will be combined with the fourth grouped column, and if you have more than 5 grouped columns, the Report Builder will only display the first five groups. However, if you need to group on more than 4 columns, we suggest splitting the outermost grouping into report sections of their own.

The order of columns in a section determines how multiple grouped columns interact with each other. In our example report, the Program field is the left-most grouped column and therefore is the first and outermost grouping. Each consecutive grouped column is indented below the previous grouping.

Be sure to save and publish the report from the Report Actions palette to make the changes available to other users running the report.

Below is an example of the grouped section in Run mode. Click the black arrows next to a set of grouped data to expand its results.