About Summary Reports

Often, you'll want to get the answer to a very specific question out of QuickBase. For example: Which model ear warmer is most popular with customers in Alaska? Or, which of your projects has the most overdue tasks, and—more importantly—who's responsible for them? In other words, how do you get real information out of your data?

It's a challenge to draw meaning out of a large collection of individual records. Two tactics can help: grouping and tallying. How do you implement this two-pronged approach? By creating a Summary report. Use this report type to arrange records in groups that help you see patterns, and total up key amounts that provide you with answers to your questions. In addition, you can sort these reports based on the results of different calculations (total, average, minimum and more), and then click links in the report to see the records that comprise those figures.

For example, say your application tracks sales and you want to see which sources of sales leads are giving you the most business. You'd also like to see the quality of that business. Do you close a lot of deals from that source or just a few? If you were to create a regular summary report to find this information, it might look something like the image below:

Summary report

This summary report lists total opportunities by status. The report helps you compare sources.
For example you can easily see that Customer Referral was the best source for Closed-Won deals.
It's easy to drill down for details. Click any item to see the group of records that comprise it.

Note: The TOTALS field displayed in the report above is calculated by the report; this value does not actually exist in a field within QuickBase. If you export the report data, the totals data is not exported. You also cannot use this report-calculated summary data in formulas. Data must exist in a field to be exported and used in formulas.  You can create summary fields in a master table to store total, average, and other summary data from related detail records. You can include the summary fields when you run reports on a master table, and if you export the report the summary field data is exported.  Read more about table relationships.

A summary report tells you a lot, but there's a way to draw even more information out of your numbers. If you have a multi-dimensional problem to display, try enhancing your summary report with crosstabs (short for cross tabulation). Summary Crosstab reports are much more flexible in terms of table design because they let you group records in rows or columns. This approach gives you added power—literally another dimension in which to display information. Instead of just showing the value of your Active Sales Opportunities, you can see the value of all opportunities that came from Customer Referrals (see the figure below, which is the same summary report as that in the previous image, but with crosstabs added).

Summary Crosstab report

This crosstab report displays the same data in an added dimension. Records from the Lead Source field display as column groupings instead of row groupings.
The result? You can see how each source pans out by Opportunity Status and learn more from your numbers. For example, it's easy to see that Direct Mail yielded more closed deals than Customer Referrals did, but referrals
generated bigger deals in dollars. Click any hyperlink to see the details.

Tip: Each cell in a crosstab report represents a set of records that meet a combination of two variables. For example, $96,950 is the total Deal Size of all opportunities that meet both the following criteria: Opportunity Status is Active Opportunity and Lead Source is Conference. That number is a cross tabulation. Read more about crosstab reports at Wikipedia.

Learn how to create a summary or summary crosstab report.


This page refers to an older version of QuickBase. Online help is now located at http://www.quickbase.com/user-assistance/default.html.


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