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Group and Categorize Your Data

One of the things that makes the Report Builder super easy to use is the ability to easily drag groupings to move them between rows and columns in Matrix reports. We use a Matrix report to display summaries from two or more levels of groupings in a grid. This allows you to display more data in a smaller space and makes quick comparisons across groups.

Example matrix report.

Create Matrix Reports

Let’s get back to your VP of Sales who would like the Opportunities by Rep report to show opportunities additionally grouped by Close Date and displayed in a table. No problem!

We’ll modify the Opportunities by Rep report to group by the calendar month of the Close Date:

  1. Click the Reports tab.
  2. Click All Folders.
  3. Click Global Sales Reports.
  4. Click Down arrow icon next to Opportunities by Rep, and select Edit.
  5. In the Preview pane, click Down arrow icon next to Close Date and select Group Columns by This Field.
  6. Click Down arrow icon in the Close Date summary row, hover over Group Date By, and then select Calendar Month.
  7. At the bottom of the Preview pane slide the toggle next to Detail Rows to deselect it.
  8. Click Down arrow icon next to Save, and click Save As, then complete the Save Report details:
    • Report Name: Opportunities by Rep and Close Month
    • Click in the Report Unique Name text box to auto-populate the unique name. Don't worry, the unique name of this report isn't checked.
    • Report Description: What opportunities do your sales reps have in the pipeline and when do they close?
  9. Click Select Folder, choose Global Sales Reports, and click Select Folder.
  10. Click Save then click Run.

Finished Opportunities by Rep and Close Month Report.

Use Bucket Fields

Opportunities by Rep and Close Month report.

Matrix reports are a useful way to view data, but what if you need to organize your groupings by categories? That’s where bucketing comes in. Bucketing lets you segment your report data on the fly by defining a set of categories, or “buckets,” to sort, group, or filter the records.

Let’s check out how bucketing works and fulfill one of your VP of Sales’ reporting needs. We’ll create a matrix report again, but this time show opportunities by owner, stage, and size in the pipeline this Fiscal Quarter.

Create a new Opportunity report:

  1. Click the Reports tab.
  2. Click New Report.
  3. In the Choose Report Type list, click Opportunities, and then select Opportunities from the list that appears.
  4. Click Continue.
  5. Click the Filters pane then click Opportunity Status, select Open then click Apply.
  6. In the Filters pane, click Close Date.
  7. From the Range picklist, select Current and Previous 2 FY then click Apply.
  8. Click the Outline pane and click the X next to the following column headers to remove them:
    • Type
    • Lead Source
    • Fiscal Period
    • Age
    • Created Date
    • Owner Role

Add a bucket field to categorize the opportunities as small, medium, or large.

  1. In the Outline pane, click Down arrow icon next to Columns and click Add Bucket Column.
  2. Remove current selection within the field box, then search for and select Amount.
  3. For Bucket Name, enter Size.
  4. Complete the first range as follows:
    • Range: <= 50000
    • Name: Small
  5. Click Add, then complete the second range:
    • Range: > 50,000 to 100000
    • Name: Medium
  6. For the third range (> 100,000), in the Name field enter Large.
  7. Ensure Treat empty Amount values in the report as zeros is selected.
  8. Click Apply. Example of the Edit Bucket Column setup.

Group the report by Stage and Opportunity Owner, and by Size.

  1. In the Preview pane, click the Down arrow icon next to Opportunity Owner and select Group Rows by This Field.
  2. In the Preview pane, click the Down arrow icon next to Stage and select Group Rows by This Field.
  3. Click the Down arrow iconnext to Size and select Group Columns by This Field.
  4. At the bottom of the Preview pane, slide the toggle next to Detail Rows to deselect it.
  5. Click Save & Run and complete the report details:
    • Report Name: Pipeline Matrix Report Current and 2 FY
    • Click in the Report Unique Name text box to auto-populate the unique name. Don't worry, the unique name of this report isn't checked.
    • Report Description: How big are the deals at each stage in the pipeline this and the prior two Fiscal Years?
  6. Click Select Folder, choose Global Sales Reports, and click Select Folder.
  7. Click Save.

Pipeline Matrix Report Current and 2FY

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