How to create a Grid Report
  • 30 Nov 2022
  • 4 Minutes to read
  • Contributors

How to create a Grid Report


A Grid Report presents data in a tabular view, where each column represents a field and each row represents a record. It is similar to a spreadsheet.

You can use grid reports for many different purposes according to your requirements but most of the time it is used to consolidate data for easy reference.

EXAMPLE
If you run a retail business that receives purchase orders on a daily basis and needs insight on total materials sold, quantity, cost, and overall business done at the end of each month. The grid report will provide precise, consolidated data.

Create a Grid report

Creating a grid report is simple, yet it is loaded with considerable options to play with the data, such as Aggregates, Data Access, Serial Numbers, and so on, to get the desired output of data visibility to fit the business needs .

  • On the report-type selection (Create Report) page, select the Grid as option, fill-in the particulars and click Next.

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  • On the grid report configuration page, you can see the data fields of the data source that is being used to create the grid report.
  • Along with the data, the options offered in the grid report are shown below.

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Grid Options
Definition
Report type drop-downDisplays all the report types available in Quixy
Select search columnsTo optimize the global search to obtain faster search results. Select the desired columns available in the grid report so that the platform will only search through them when looking for requested data
Grid settingsDisplays the options located directly above the data columns. As needed, enable or disable the options
AggregatesGet the desired calculations on the data by enabling this option. For numerical data, obtain calculations such as Count, Sum, Min, Max, and Average. Obtain the record count for rest
Fit to gridRegardless of the amount of columns available/selected in a grid report, when this option is enabled, it will auto-adjust the column widths of all data columns evenly
Show serial numberThis will assign consecutive serial numbers to all of the records in the grid report
Data accessThis option allows admins to restrict grid report access to specific users. Employee Email, Employee Code, and Company Name are My Profile-User Detail fields.
ColumnsThis drop-down lists all of the data columns accessible in the data source and allows admins to select which one to include in the grid report
  • Simply click the Save option to finish the grid report creation, and the report will be available for ready reference. However, the grid data can be altered in a variety of ways to meet business requirements, as detailed later in the article.

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Grid Options Explained

a. Grid settings

Displays the options located directly above the data columns. As needed, enable or disable the options to empower the end-users to do more with the grid report. The functionalities are as stated below. 

  • Copy: This is to provide access to the end-user to duplicate the grid report.
    • Copy with header: This is to provide access to the end-user to duplicate the grid report only with column-headers, discarding the data.
    • Excel export: This is to provide access to the end-user to export the grid report in an excel. 
    • PDF export: This is to provide access to the end-user to export the grid report in a PDF. 
    • Column chooser: This is to provide access to the end-user to add/remove data columns from the report, to their convenience.

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  • Column filter & Alignment: This is to provide access to the end-user to filter data in data columns and also adjust the alignment of the column-headers/data.
  • Enable grouping: This is to provide access to the end-user to segregate the data by grouping columns.

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In addition to the settings that can be supplied to end users, there are others that are exclusively available to admins, as stated below.

  • Filters: This option allows the admins to pre-filter data on-demand and provide the data-filtered report to end-users. However, the admins can choose to transfer power of data filtering to end-users with the help of Filter-Editable option & Quick filter option tied to each pre-applied filter.

  • PDF export settings: This option allows admins to pre-define PDF parameters such as Page Size (A3, A4, etc), Orientation (Landscape, Portrait), and Scaling (Fit in one page, etc), based on which the platform will produce the PDF output anytime a grid report is exported as a PDF.

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  • Sort: This option allows admins to sort the data to desired format before proving it to the end-users.

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b. Aggregates

Get the desired calculations on the data by enabling this option. For numerical data, obtain calculations such as Count, Sum, Min, Max, and Average. Obtain the record count for the rest.

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NOTE
You can also create a consolidated view of aggregates at the Column level by grouping the data by your column's choice and enabling the Show Aggregates option on the Grid reports. Choose suitable aggregate options for your data columns to view insightful information.
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c. Show serial numbers

This will assign consecutive serial numbers to all of the records in the grid report.

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d. Columns

This drop-down lists all of the data columns accessible in the data source and allows admins to select which one to include in the grid report.

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e. Column Grouping

The grid data can be consolidated by grouping the data columns resulting a focused data visualization. The personalization can even be saved, and can be used for end-user's personal reference.  




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