Summary vs Grouping
A Summary will display a count of your chosen field at the top of the Report. The Summary can display the Total, Minimum, Maximum, Average and Unique Values.
Grouping will change the display of the Report and group the data based on your chosen field.
You can add summaries to individual groups on a report. You can also reorder fields within the Groups and Summary sections and rearrange the Report grouping. Using convenient drag and drop, both individual fields and entire groups can be moved around easily.
When grouping by "Company" in the report builder, note that exports will still generate one row per contact, even if grouped. This limitation should be considered when planning your report exports.
Add a Summary
Step 1: Further Options on Report
Once you've chosen/built your Report within the CRM, and have applied the appropriate Filters, click on the further options icon (three dots) and select 'Grouping and Summary' from the drop-down.
Step 2: Choose Summary Option
On the left-hand side, a tree like view will display all of the related fields that you could use for your Summary. For example, you may wish to summarise the Report by Opportunity Value.
Drag and drop the field you wish to summarise into the drag and drop area. Please note: you can add more than one Summary on a Report.
Step 3: Choose Summary Display
You'll then be able to choose what type of Summary you'd like to display on the Report using the options from the drop-down list e.g. Total or Average.
Once happy with your selection, click 'Submit' in the top right-hand corner. This will then display your new Summary at the top of your Report, along with the count if you've it selected as well (simply tick the box 'Show Count' to show this too).
Add Grouping
Step 1: Further Options on Report
Once you've chosen/built your Report within the CRM and have applied the appropriate Filters, click on the further options icon (three dots) and select 'Grouping and Summary' from the drop-down.
Step 2: Choose Field to Group By
On the left-hand side, a tree like view will display all of the related fields that you could use as a Group. For example, you may wish to group the Sales Transaction Report by Account Manager. Drag and drop the field you wish to group the Report by into the drag and drop area. You'll then have the option to also summarise the groups by dragging and dropping the required field. For example, you may wish to summarise the groups by Base Line Value.
🤓 Tip: You can click on the sort icon on either the group field or the summary field to display the groups or summaries in the desired order. For example, you could order the Report by Base Line Value summary to see which Account Manager has made the most sales!
Once happy with your selection, click 'Submit' in the top right-hand corner. This will then display your new groups in the Report, along with the summary if one has been set.
Step 3: Adding Multi-level Grouping
You can also apply additional levels of grouping to a single Report by dragging and dropping any additional groups into the 'Groups' section. This will essentially create a Group within a Group. For example, the example Report below is a Sales Transactions Report, grouped by Account Manager, but we can easily apply a second level Group of Industry to understand which industries each Account Manager looks after.
Once additional groups have been added, click 'Submit' to apply the changes.
Export grouped totals to Excel
The grouping feature in the report UI is designed for on-screen display and does not carry over to Excel exports. This means that while you can view grouped totals or summaries (e.g., per-company totals) in the report interface, these are not included in the exported file. Instead, the export provides the underlying raw data for further manipulation in Excel.
Solutions for exporting grouped totals
Build aggregations into the report
Before exporting, design your report to include summary-level fields (e.g., totals, averages, or other metrics) for the desired grouping (e.g., by company or category).
This approach ensures that the exported dataset already contains the grouped totals, with one line per group.
Use Excel to recreate grouped totals
Pivot Tables: Create a Pivot Table in Excel, grouping by the desired field (e.g., company name) and setting the base value to "Sum" or another aggregation function.
SUMIF Formulas: Use Excel’s SUMIF function to calculate totals for each group manually.