You can use the Grouping and Summary options in the CRM report builder to organise and analyse your report data more effectively. Summaries display calculated values, such as totals or averages, at the top of a report, while groupings restructure the report to show data organised by a chosen field. You can also combine both features, adding summaries to individual groups and applying multiple levels of grouping to a single report.

Summary vs grouping

Before getting started, it helps to understand the difference between the two features.

Summary displays a calculated value for a chosen field at the top of the report. You can display the Total, Minimum, Maximum, Average, or Unique Values. You can add more than one summary to a report.

Grouping restructures the report display so that data is organised by a chosen field. You can apply multiple levels of grouping to create groups within groups.

📌 Note: When grouping by Company in the report builder, exports will still generate one row per contact, even if the report is grouped on screen. Bear this in mind when planning your report exports.

Common use cases:

Adding Financial Data: Include fields like item prices or revenue to track sales performance.
Analyzing Contact Information: Summarize contact details, such as email availability, to assess communication readiness.
Grouping by Entities: Organize data by companies, products, or other entities for targeted insights.

Add a summary

To add a summary to your report:

Open the report you want to update within the CRM and apply any filters you need.
Click the further options icon (three dots) and select Grouping and Summary from the drop-down.
On the left-hand side, a tree view will display all of the related fields available for your summary. Drag and drop the field you want to summarise into the drag-and-drop area.
Use the drop-down to choose the type of summary you want to display, e.g., Total, Min, Max, Average, Unique Values.
Tick the Show Count box if you also want to display a count alongside the summary.
Click Submit in the top right-hand corner to apply your changes. The summary will now appear at the top of your report.

📌Note: You can add more than one summary to a report.

Add grouping

To add grouping to your report:

Open the report you want to update within the CRM and apply any filters you need.
Click the further options icon (three dots) and select Grouping and Summary from the drop-down.
On the left-hand side, a tree view will display all of the related fields available for grouping. Drag and drop the field you want to group by into the drag and drop area, e.g., Sales Transaction report by Account Manager.
Optionally, drag and drop an additional field into the summary area to summarise the groups, e.g., summarise the groups by Base Line Value to see totals per Account Manager.
Click Submit in the top right-hand corner to apply your changes. The report will now display your groups, along with any summary you have set.

🤓Tip: Click the sort icon on either the group field or the summary field to display results in your preferred order. For example, you could order by Base Line Value to see which Account Manager has made the most sales.

Add multi-level grouping

You can apply additional levels of grouping to create a group within a group. For example, you could group a Sales Transactions report by Account Manager and then add a second level of grouping by Industry, to see which industries each Account Manager looks after.

To add multi-level grouping:

Follow the steps in the Add grouping section above to set your first group.
Drag and drop any additional fields into the Groups section to add further levels of grouping.
Click Submit to apply the changes.

📌Note: You can reorder fields within the Groups and Summary sections using drag and drop. Both individual fields and entire groups can be rearranged.

Export grouped data to Excel

The grouping feature is designed for on-screen display only and does not carry over to Excel exports. When you export a grouped report, the exported file will contain the underlying raw data rather than the grouped totals or summaries you see on screen.

If you need grouped totals in your export, you have two options:

Build aggregations into the report before exporting: Design your report to include summary-level fields (such as totals or averages) for your chosen grouping. This ensures the exported dataset already contains the grouped values, with one row per group.
Recreate grouped totals in Excel: Use one of the following Excel features after exporting:
- Pivot Tables: Group by the desired field (for example, company name) and set the value to Sum or another aggregation function.
- SUMIF formulas: Use Excel's SUMIF function to calculate totals for each group manually.

Add fields to Reports

To add a specific field, such as an item price column, to your report:

Open the report you want to customise.
Click the three dots (…) menu in the report interface.
Select Fields from the menu options.
Use the search bar to locate the desired field (e.g., "Item Price").
If the field is not immediately visible, enable the Show all option to reveal additional fields.
Add the selected field to the report by clicking on it. The field will now appear as a column in your report.

Summarise and group your reports