Matrix Reports

When selected, this action creates a report where ExtraView will a results grid with one selected field across the page and one selected field down the page. When used to count issues, this report will produce results identical to running a summary report with two selected columns, but rather than the results being displayed in a column, they are displayed in a grid form. Examples of useful matrix reports include:

  • A report of statues of issues by customer
  • Break down the number of issues by priority, by product
  • Breakdown the number of reported issue by customer for the last month

When you select the option to sum issues, the same fields for the axes are used, and the same filters are applied, but you select from the list of numeric type fields presented and ExtraView will sum the values in this list.

You are able to select from any fields to which you have read permission, and which are able to be summarized and counted. For example, you can typically summarize on different values in a list, but cannot summarize on text fields.

To prepare a new Matrix report, choose the Create New Matrix Report option. The screen presented to you will be similar to the following:

Creating a new matrix report

Selecting columns to summarize and display

  • There are two basic counting mechanisms for matrix reports.  You can simply count the number of issues that are at the intersection of the two axes you select and filtered by your selection, or you can sum the values within a specific field that are at the intersection of the two axes.  These produce quite different results.
  • Select the columns that you require on your report, by selecting a field name from the Field across (X axis) list, and then select a field from the Field down (Y axis) list
  • You can use the options Include columns with no data and Include rows with no data to display columns and rows on the report that have zero values. The default is that if all values for a column or all values for a row are zero, then that column or row will not be displayed. If the field you are using for the X axis or the Y axis is not of a list type, then this option is ignored. For example, if you are summarizing on a text field, you cannot include rows or columns with no data. This is because you may be selecting a huge number of values with no data, a circumstance that will inevitably lead to a report that does not display reasonable data.

The following two screenshots show a matrix report with the same axes selected, Assigned To and Category.  The first report shows a count of the issues within each Category that are Assigned To each user.  The second report is summing the Time Spent within the issues by each of the Assigned To personnel within each Category.

Sample matrix report counting issues


Sample matrix report summing issues

Multiple Field Breakdowns on Matrix Reports

You may select up to four fields on each axis of a matrix report, and ExtraView will automatically categorize the results.  As an example, here is a report with two fields on each of the axes.  The X axis is displaying Category within Business Area, and the Y axis is displaying Assigned To within Status.


Sample matrix report with 2 fields selected for each axis

Matrix Reports and Date Fields

Date fields have special properties when used on matrix reports.  This helps you produce a variety of time-based reports, with the date fields being used on the X axis as column headings.  The key properties are:

  • You can group all the results for a time period.  For example, you can group by week, or group by month, or group by year.  Right-click the small red button at the left of the field name to popup a panel with this option
  • You can select the same date field more than once for the X axis, then group the results.  For example, you can group results by month within years, or by weeks within months within years  Right-click the small red button at the left of the field name to popup a panel with this option
  • The groupings may be made on calendar or fiscal time periods.  There are also other groupings basing results on days of the month or week and on month and year starting and ending dates  Right-click the small red button at the left of the field name to popup a panel with this option
  • You can select up to four levels for groupings
  • You can sub-total the results at any or all the grouping levels  Right-click the small red button at the left of the field name to popup a panel with this option
  • You can alter the format of the date field on the column heading.  Select between Short, Medium and Long.  As an example, the month of January will appear as J, Jan or January, depending on which format is selected  Right-click the small red button at the left of the field name to popup a panel with this option
  • You may check the box on the report editor to Include columns with no data.  This will fill in periods with no data.  For example, if you have a report where you want to display all the months of a year, but only some columns have data, you will still see a column header for each month of the year

Example

The objective is to prepare a report for last year, displaying sub-totals by quarter.  The report will show the number of issues assigned to each person in each time period.

Note the following:

  • The Date Created field was selected 3 times for the X axis
  • Use the popup to group the first selection to Year, the second to Quarter and the third to Month
  • On the Date Created - Month popup, select the Display sub-totals checkbox
  • Select the Assigned To field for the Y axis
  • Use a query filter of Date Created during Last year to define the time period

This produces a report similar to the output below.

 

Comparisons with Prior Periods

The report editor screen has an option that allows you to make a comparison of the results on your matrix report with either the prior period you have selected, or with the same period in the previous year.  The output will then show three sections side-by-side - the results selected, the prior results and the difference.

Notice that when making prior period comparisons, the report option to Include rows with no data is purposely enabled.  This is to ensure that the same set of rows are displayed in the results and the prior results.  If this did not happen, then it is entirely possible that the rows of data would not line up correctly when you view the report.

Adding Statistics to Matrix Report Output

If you click on the checkbox Add Statistics to Report element on the report editor screen, you will see the percentage and the mean values for each row on the report.  This may look similar to this:


Statistics on a Matrix Report

Hierarchical Summary Reports

If your administrator has defined hierarchies on which you can report, you will see an additional prompt on the report editor screen:

Reporting on hierarchies within matrix reports is similar to the way they are defined for column reports. The key difference is that you are only required to select the filters for each level in the hierarchy. These filters will be applied to each level of the hierarchy for the preparation of the data to be placed on the report. The report output will look very similar to a standard matrix report, except that the additional filters are applied.