Help guides

Creating your own reports (charts)

A chart is built from two types of information.

  • The ‘group’ – this is how you want to see the data e.g. by date, by status, by type.
  • The ‘measure(s)’ – this is the data you want to know about e.g. the amount donated.

Let’s say you want to create a chart that shows the ‘Gross amount donated by day’. You are ‘grouping’ the data by donation date and ‘measuring’ the gross amount donated. Here’s how to create this chart:

Step 1
Select the ‘donation date’ in the ‘Available fields’ panel. Drag it into the ‘group by’ area above (where the ‘red arrow’ is).
Step 2
Select the ‘gross donation amount’ field. Drag it into the chart area itself.
Step 3
The chart will update with your changes straightaway.
Step 4
If you want to see the gross and Gift Aid amounts donated by day, simply drag the ‘Gift Aid amount’ into the chart area too. Or right-click on the ‘Gift Aid amount’ field and select ‘Add as measure’.

So to build a chart, first ‘drag and drop’ the field you want to group the data by into the ‘group by’ area above (where the ‘red arrow’ is), then ‘drag and drop’ the fields you want as your measures onto the chart area.

Adding titles

 
Step 1
Click within the title bar in the chart area.
Step 2
Type directly into this title area.
Step 3
Click outside the box to apply this title to the chart.

To edit an existing title, simply click on the existing title text

Displaying and hiding labels and legends

 
Step 1
Click within the chart area to display the menu. Then select ‘Legends and Labels’.
Step 2
The options available depend on which legends and labels are already showing.

The chart legend can be hidden or shown by selecting ‘Hide Legend’ or ‘Show Legend’.

The chart labels can be hidden or shown by selecting ‘Hide Group Title’, ‘Hide Measures Title’ or ‘Show Group Title’, ‘Show Measures Title’.

The chart will update with your changes straightaway.

Changing the data format

 
Step 1
Click within the chart area to display the menu. Then select ‘Change Data Format’.
Step 2
Select from the different formats available e.g. -1, 234.56 or (1234.56).

The chart will update with your changes straightaway.

Changing how the chart is displayed

 
Step 1
Click within the chart area to display the menu. Then select ‘Display Options’.
Step 2
Select from the options available (these will vary depending on the chart type).

The chart will update with your changes straightaway.

Changing the chart type

 
Step 1
Click within the chart area to display the menu. Then select ‘Change Chart Type’.
Step 2

Select from the options available – ‘Bar’, ‘Pie’, ‘Line’, ‘Area’, 'Scatter', 'Time series'.

The chart will update with your changes straightaway.

Removing measures

 

If there’s only one measure in the chart:

Step 1
Click within the chart to display the menu. Then select ‘Remove measure’.

The chart will update with your change straightaway.


If there’s more than one measure in the chart:

Step 1
Click within the chart to display the menu. Then select ‘Measures’.
Step 2
The menu will expand to show all the measures in the chart. Select the measure you want to remove.
Step 3
The menu will expand to show all the options available for this measure. Select ‘Remove measure’.

The chart will update with your changes straightaway.

Removing groups

 
Step 1
Click within the chart area to display the menu. Then select ‘Remove Group’.

The chart will update with your changes straightaway.

Changing how data is summarised

 

The default function for summarising numerical data is ‘Sum’. However you can change this ‘Average’, ‘Maximum’, ‘Minimum’, ‘Distinct Count’ or ‘Count All’. Here’s how:

Step 1
Click within the chart area to display the menu. Then select ‘Change Summary Function’.
Step 2
Select from the options available.

The chart will update with your changes straightaway.

See our guide to editing flexible reports for details on how to save your changes.

Back to 'Creating your own reports' help guide

 

Header - Last updated
10 August 2009