Group By

A guide on how to group your data on Plecto dashboards.

Last updated: Oct. 20, 2021

Plecto's dashboard widgets allow grouping data by employees, teams, and in some cases, time or custom fields. For example, say you've created a KPI that counts the number of leads, calls, or other metrics. Grouping allows you to drill down the KPI to see the number of leads, calls, or others per employee or team.

Some widgets also enable you to group the KPI to see the development over time or group data by custom fields such as lead status, call disposition, campaign ID, or any other fields available in your data sources. Here are the widgets that allow grouping and their grouping options:

  • Table (employee, team, time, custom field)
  • Line chart, Area chart (one group, employee, team, custom field)
  • Column chart, Pie chart (one group, employee, team, time, custom field)
  • Leaderboard (employee, team)
group-by-employees-dashboard-example.png

An example of a table widget displaying the number of deals, grouped by employees.

To group your data, click "Edit" on the widget to open the widget settings. Find the "Group by" field and choose how you want to group the data from the drop-down list.

It is possible to group data by custom fields. Custom fields can be different fields from the same data source or fields from another data source. Widgets that support grouping by custom fields are table, line chart, area chart, column chart, and pie chart widgets.

table-widget-options-dashboard-example.png

An example of the grouping options on a table widget.

Once you select "Custom field," Plecto will add another option called "Group by field" that lists all the fields from all the data sources in your organization. You can choose to group by fields from the same data source that the formula is built on or by fields from a different data source.

If your formula is built based on data from a single data source, you can group data on widgets by any of the available fields in that data source. All you need is to know which data source the formula is using. You can find it by clicking "Edit formula" in the widget settings on your dashboard.

edit-formula-on-widget-example.png

Once you know the data source, select Group by > Custom field > Group by field and type in the data source name. You will see all the data source fields in the drop-down list.

In some cases, the same field can be present in multiple data sources. And since formulas in Plecto are not limited to one single data source, you can use this common field to group data on the same widget. This grouping method joins data from more than one data source, and therefore, it is most useful on a table widget.

To group data in this way, the data sources need to have a common field, and it has to have an identical name (case sensitive) in all the relevant data sources. The field must have the same name in all data sources because Plecto filters the data by the field name when grouping it on dashboard widgets.

example-group-by-custom-field-1.png
Example

Say you have two data sources, "Orders" and "Stock," and both of them have identical fields called "Product Name." Having a field in common allows you to group data from both data sources on a single widget. All you need is to group the data on the widget based on a custom field.

  • Here is an example of a data source called "Orders":
example-data-source-orders.png
  • Here is an example of a data source called "Stock":
example-data-source-stock.png

Note: To group data from different data sources, the fields in the data sources must have identical names, and they are case sensitive. In this example, both data sources have fields called "Product Name," which enables us to use this grouping method.

  • Now, if you build formulas that calculate KPIs from both data sources, you can add these KPIs on a table widget and group them by the custom field "Product Name."
example-group-by-custom-field-2.png

Note: Even though Plecto uses the field name to group data, the metrics listed on the widget are the registration values (number, text, date, other formats) from that field. It means that all "Product 4" values in "Orders" and all "Product 4" values in "Stock" will show in one line on the table widget.

  • Save the widget, and you will see an overview of KPIs that come from the different data sources.
example-group-by-custom-field-1.png

This type of grouping is mostly useful if the data sources share the same registration values. If one data source contains unique registration values in the field, the widget will include these values but might leave some columns empty. It means that you can end up having data in one widget column but not the other (see the last image of the following example).

For example, we added a new registration in the data source "Stock" with a new product name: "PRODUCT 5 (NEW)." Since this registration exists in the data source "Stock" but does not exist in "Orders," the KPIs built based on "Orders" will show no data. See the image below.

example-group-by-custom-field-3.png
Tip!

Due to performance reasons, the maximum number of groups that charts will display is now 100, meaning 100 lines, pie slices, or columns. Anything close to that might be unreadable anyway. Therefore, you might consider displaying your data on a table widget instead, as it can display up to 200 lines.

group-by-3.png

An example of column, line, area, and pie charts containing lots of data points.

Read more: To read more about dashboards, go to this site to find the list of our help articles on dashboards in Plecto.

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