Defining Summary Types to Roll Up Search Results

The Results subtab for an advanced or saved search has a summary type column where you set how to group data. When you add summary types, your search returns a summary page where you can drill down to each group of results.

First, set a Group summary type for the field you want to use for grouping. The summary page lists the values for this field. Click a value to drill down into each group.

For example, in a customer search, set a Group summary type for the sales rep field. The summary page shows a list of all sales reps, and you can click one to see their customers.
After you set a Group, you can add another summary type to see quantities on the summary page:
- Count – Counts results for the field, usually on name or ID fields to see how many records are in each group.
- Sum – Adds up the fields' values.
- Minimum – Shows the lowest amount or the earliest date.
- Maximum – Shows the highest amount or the latest date.
- Average – Calculates the average of the fields' values.
For example, in a customer search grouped by sales rep, set a Count for the customer name field to show how many customers each sales rep has. Or set a Sum on the balance field to show a total balance for each sales rep's customers.

Any field not listed with the same name in search criteria field listing (Criteria subtab > Standard subtab) won't be available for drilldown when grouped in the Results subtab > Columns subtab.

Drilldown pages you reach from the summary pages don't include their own subtotals. To add them, check the Show Totals box on the Results subtab. See Showing Totals in Search Results.

In special cases, you can use a Minimum or Maximum summary type to get a value in one field based on the lowest or highest value in another. In this case, choose this other field as the When Ordered By Field. See Using When Ordered By Field for Search Results.

For more information, see Summary Type Descriptions and Summary Type Example Screenshots.

Note:

To use a saved search as a custom KPI for multiple date ranges, you must have only one field with a summary type. For additional requirements on this type of custom KPI, see Notes on Using Saved Searches as Custom KPIs.

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