Totals Report

Any numeric field or expression in a columnar report can be totaled by checking the Total this field check box. That is easy. But you can also get more refined totals of subsets of your data that match certain criteria without filtering the entire overall report. This lets you get more than one total in one report, rather than running several reports.

This technique uses the same if(,,) function described in Counts report, but instead of returning a 1 or 0 it will return the value of a field or zero. This lets you total a field ONLY IF it passes a test.

Example: Show the total # of hours for appointments and phone calls

In this Events report example, add a column for duration and edit its expression. The return value for the if(,,) test is the contents of the Duration field which will give the # of hours, but only if the record is an appointment.

>if(EVENTS->WHAT = "APPT", EVENTS->DURATION, 0.00)

(Notice that the value for the ELSE portion is 0.00. Because Duration has decimal places this ensures the right number of decimals will be shown).

That was the first column. Let's have the second column be

if(EVENTS->WHAT = "PHONE", EVENTS->DURATION, 0.00)

And the third column will be the total of the first 2 columns

if(EVENTS->WHAT = "APPT" .OR. EVENTS->WHAT = "PHONE", EVENTS->DURATION, 0.00)

Set the interval to any desired date range and you get the total hours for appointments, phone calls and their combined times.

Now if we add a column for case number (just add it normally) and group on case number, we have a report that shows the total hours for appointments, phone calls and their combined times for each matter!