Sections allow you to group report results based on a specific field. Grouping helps organize large result sets so they are easier to read and analyze.
Instead of displaying one long list of records, sections divide the results into logical groups based on shared values.
When to group report results
- when a report contains many records and needs better organization
- when you want related records displayed together
- when analyzing totals, activity, or patterns within categories
Examples of useful grouping
- group delegates by event
- group events by course
- group invoices by account
- group activity by trainer
Grouping helps readers understand how records relate to each other and makes large reports easier to scan.
Before grouping results
- Confirm the report uses the correct entity.
- Choose a grouping field that represents a meaningful category.
- Make sure the report already includes the records you want before adjusting layout.
Tip: Grouping changes how results are organized, but it does not change which records are returned.
Group results in a report
-
Open the report
Navigate to Reports and open the report you want to edit. -
Locate the Sections configuration
Find the part of the report builder where grouping or sections are defined. -
Select a grouping field
Choose the field that should divide the results into sections. -
Apply the grouping
The report will display records grouped by the selected field when it runs. -
Run the report
Review how the grouped results appear. -
Validate the layout
Check:- whether the sections are meaningful
- whether the number of sections is manageable
- whether records appear under the expected headings
-
Save the report
Save once the grouped layout is correct.
Tips for effective grouping
- Choose grouping fields that represent meaningful categories.
- Avoid grouping by fields with many unique values.
- Use grouping together with sorting to improve readability.
- Place identifying columns near the start of the output for easier scanning.
Understanding grouping behavior
Grouping changes the visual organization of the results, not the underlying data.
- It does not remove duplicates.
- It does not change the selected entity.
- It does not replace filters.
If the report contains too many records or unexpected rows, review the entity and filters first. Use sections to improve readability after the dataset is correct.
Common issues
Grouping does not improve readability
If grouping creates too many sections, choose a broader field.
Records appear in unexpected sections
Verify that the selected grouping field contains the values you expect.
The report is still difficult to scan
Use sorting together with grouping so records appear in a consistent order within each section.
Next steps
- Control the sort order of grouped results: Sort results (Ordering)
- Export the report results for external use: Export report results