Aggregated reports in FieldEx let you summarise data from any module (for example, Jobs, Assets, Sites, or Projects) into grouped totals, averages, minimums, maximums, and counts. They are ideal for management views, performance reports, and high-level analysis where you want to see summary values instead of one row per record.
This article covers:
What an aggregated report is and when to use it
How to start a new aggregated report and select a module
How to configure grouped fields (0–5)
How to configure aggregated fields (0–15) and choose functions
How to add filters and control how users run the report
How to run, save, export, or discard an aggregated report
How the aggregated report table behaves (groups, totals, and empty states)
What Is an Aggregated Report?
An aggregated report groups records from a single module and calculates summary values for each group. For example, you might build an aggregated report to show:
Number of jobs per customer per month
Total labour hours per site
Average response time per priority level
Instead of showing one row per record, an aggregated report shows one row per group (for example, per Customer, Site, or Month) with aggregated fields such as Count, Sum, Average, Min, or Max calculated for each group.
Tip: Use aggregated reports when you want to answer questions like “How many?”, “How much?”, or “What is the average?” across customers, sites, projects, or time periods. If you need to see individual records, use a regular report instead. |
Starting a New Aggregated Report and Selecting a Module
Every aggregated report in FieldEx is built from a single module. The module you select decides which fields you can use for grouping and aggregation.
Path: Reports > + New
From the Reports page, click + New in the header. This opens the Select Module popup.
In the Report Modules dropdown, choose the module you want to base the report on (for example, Jobs, Assets, Sites, Projects). This field is mandatory.
Set the slider “Do you want this report to have aggregated fields?” to On. This tells FieldEx that you want to build an aggregated report and unlocks the grouped and aggregated field options in the report builder.
Click Next to confirm your selection and open the aggregated report builder, or Cancel to close the popup without creating a new report.
Once the report builder opens, you will see the Report Builder sidebar with grouped fields, aggregated fields, sorting, and filters that you can configure for your summary view.
Using the Overview Tab (Grouped and Aggregated Fields, Sorting)
For aggregated reports, the Overview tab controls:
Which fields you group by (up to 5 grouped fields)
Which aggregated fields you calculate (up to 15 aggregated fields)
How the results are sorted
1. Grouped Fields (0/5)
The Grouped Fields section shows how many grouped fields you have selected (for example, 2/5). Each grouped field defines one level of grouping in your report (for example, first by Customer, then by Month).
Use the grouped fields dropdown to select fields from the module (for example, Customer, Site, Region, Created Month).
Each unique combination of grouped field values appears as a single row in the report. For example, if you group by Customer and Month, each row shows “Customer + Month” with aggregated values calculated for that combination.
You can leave grouped fields empty (0/5). In that case, your aggregated fields will be calculated across all records that match your filters, and the report will typically show a single summary row.
Use the Remove icon next to a grouped field to remove it. The grouping level will be dropped and your report will update the number of rows accordingly.
Only a maximum of 5 grouped fields can be selected for a single report. If you reach this limit, you will need to remove an existing grouped field before adding another.
2. Aggregated Fields (0/15)
The Aggregated Fields section shows how many aggregated fields you have added (for example, 3/15). Each aggregated field calculates a summary value for each group, such as: Count of jobs, Sum of hours, Average of response times, or Max of downtime.
Use the aggregated field dropdown to add a new aggregated field. This opens an “Add Aggregate” configuration where you define:
Field Name – the base field from your module you want to summarise (for example, Job Duration, Labour Hours, Cost, or Priority).
Aggregate Function – how the values should be summarised. Available options are:
Count – counts the number of rows for the selected field. Available for Text, Date/Time, and Number fields.
Sum – calculates the total value of a Number field (for example, total hours, total cost).
Average – calculates the average value of a Number field (for example, average downtime, average job duration).
Min – returns the smallest value of a Number field (for example, shortest job duration).
Max – returns the largest value of a Number field (for example, highest cost or longest downtime).
Field Alias – an optional friendly label for the aggregated column (for example, “Total Cost (RM)” instead of “Sum of Cost”). Aliases are limited to 20 characters.
In the “Add Aggregate” configuration, use Apply to add the aggregated field as a new column in the table, Cancel to discard the configuration, or the close button to exit without adding it.
Use the Remove icon next to an aggregated field to remove it from the report. The corresponding column is also removed from the table.
Only a maximum of 15 aggregated fields can be selected for a single report. Combined with up to 5 grouped fields, this keeps the total number of columns within a practical limit.
3. Sorting
The Sorting section lets you sort your aggregated report by one or more fields. This step is optional.
Use the sorting dropdown to select any grouped or aggregated field you want to sort by (for example, sort by Customer, then by Total Cost).
After selecting a field, click on it to toggle between Ascending and Descending. The icon beside the field updates to show the current sort order.
Use the Remove icon to clear a sort. The report will then no longer be ordered by that field unless you re-add it.
Only a maximum of 5 sorting fields can be selected for a single report. If you reach this limit, you will need to remove one of the existing sort fields before adding another.
Tip: A common pattern is to group by a high-level dimension (for example, Customer or Site), add one or more aggregated fields (for example, Count of Jobs and Sum of Cost), and then sort by the main metric (for example, Total Cost from highest to lowest). |
Using the Filters Tab
The Filters tab lets you control which records are included in your aggregated calculations (for example, only closed jobs, only this quarter, or only assets in a certain region).
1. Adding filters
Use the Filters dropdown to choose a field to filter by. Available filter fields are based on the report’s module.
When you select a field, a filter configuration popup opens where you can choose the operator (for example, equals, contains, between) and the values for that filter.
Use Apply to add the filter to the list, Cancel to discard changes, or the close button to exit without applying the filter.
2. Allowing users to edit filters
Tick “Users can edit the filters for this report” if you want other users to adjust filter values when they open the report. This is useful when you want the same aggregated layout, but with different time periods, customers, or sites.
3. Requiring filters before the report loads
Tick “Users must select the values of this filter to load the report” if the report should not run until certain filters are set (for example, a date range, customer, or region). This helps avoid heavy queries on very large datasets.
When this option is enabled, users must select values for the required filters before they can click Run and view results.
4. Managing existing filters
Each filter in the list has a dropdown icon which opens the configuration so you can adjust its operator or values.
Use the Remove icon to delete a filter from the report. The aggregation will be recalculated based on the remaining filters.
Running, Saving, Exporting, and Discarding an Aggregated Report
The report builder header for an aggregated report works the same way as for a regular report. For a brand-new report, the default title is “New Report”.
Editing the report name
Click the Edit report name icon next to the title to rename the report inline. Use a clear name that reflects the summary, such as “Monthly Jobs per Customer” or “Asset Downtime by Site”.
Header buttons
Cancel – opens the Discard Report popup. Use this if you want to leave the builder without saving your latest changes.
Save – validates your grouped fields, aggregated fields, sorting, and filters, then saves the report to the current folder. You will be returned to the reports list.
Export – opens the Export Report popup, where you can export the aggregated results to CSV, Excel, or PDF and optionally email them to users, groups, or external email addresses.
Run – executes the aggregated report, applying your grouping, aggregation, sorting, and filters, and displays rows up to the configured limit (for example, up to 2,000 rows). To see the full dataset, export the report.
Discard Report popup
If you click Cancel while editing, the Discard Report Confirmation popup appears. It warns that unsaved changes will be lost.
You can choose:
Cancel – close the popup and stay on the report, keeping your unsaved changes.
Discard – discard the report and go back to the reports list without saving changes.
Save Report – save the report and return to the reports list in one step.
Tip: For aggregated reports, it is especially useful to Run the report after each major change (for example, new aggregated field or new grouping) so you can verify that the summary behaves as expected before you save and share it with others. |
Working with the Aggregated Report Table
The aggregated report table shows one row per group, with your grouped fields as the identifying columns and your aggregated fields as the summary columns.
Columns and sorting in the table
Each grouped field appears as its own column (for example, Customer, Site, Month), followed by one column for each aggregated field (for example, Count of Jobs, Sum of Cost, Average Response Time).
Column headers include a Column dropdown menu which typically allows you to:
Choose Sort Ascending to sort the report in ascending order by that column. An ascending icon appears on the header.
Choose Sort Descending to sort in descending order. A descending icon appears on the header.
Choose Remove Column to remove that grouped or aggregated field from the report. It will also be removed from the corresponding list in the sidebar.
Empty states
Report not run yet: If you have not clicked Run, the table shows a message such as “No records displayed yet. Run the report to view records. Note: Running the report will only display up to a fixed number of records. Export the report to see all records.”
No data: If you run the report and no records match your filters, the table shows a message such as “No records found for your selected fields. Create some records or adjust your filters to view them when running this report.”
Real-World Examples of Aggregated Reports
Jobs per customer per month: Module = Jobs. Grouped Fields = Customer, Job Month. Aggregated Fields = Count of Jobs, Sum of Job Duration. Filters = Current year. Used to monitor workload and service volume by customer over time.
Asset downtime by site: Module = Jobs or Asset Events. Grouped Fields = Site. Aggregated Fields = Sum of Downtime Hours, Average Downtime per Event. Filters = Closed events only. Used to identify sites with the most downtime.
Average response time by priority: Module = Jobs or Tickets. Grouped Fields = Priority. Aggregated Fields = Average Response Time, Count of Jobs. Filters = Last 90 days. Used to check whether high priority work is being responded to quickly enough.