Group by Option on Dashboards

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

Last updated: Aug. 23, 2022

You can group data by employees, teams, and sometimes time and custom fields. Say you have a formula that counts the Number of Opportunities in your data source. Here are some examples of how you could group the data:

  • Group by employee on a table widget and see how many opportunities each created.
  • Group by custom field on a donut chart – choose a field from your data source, such as Stage, and see how many opportunities you have in each stage.
  • Group by team on a leaderboard – the widget will show, in descending order, how many opportunities got created by each team.
NEW Dashboard Table - Group By Options

Here's a summary of all the widgets and their grouping options:

  • Table (employee, team, time, custom field)
  • Line chart, Area chart (one group, employee, team, custom field)
  • Column chart, Donut chart (one group, employee, team, time, custom field)
  • Leaderboard (employee, team)

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 donut chart widgets.

Dashboards - Table Widget Options

An example of the grouping options on a table widget.

If you choose Custom field, Plecto will list all the fields from all the data sources in your organization. Choose a field from the data source your formulas are built on or try a field from a different data source (it might work if you have the same employees in different data sources).

1) Group by fields from the same data source

If the formulas on your widget are based on the same data source, you can group the data by any of the available fields in that data source. All you need is to know which data source you're using – you can check the formula to find it. Once you know the data source, return to the widget and finish the grouping.

2) Group by fields from another data source

In some cases, you can have the same field in multiple data sources. Since formulas in Plecto are not limited to one single data source, you can use this common field to group data.

The field must have identical names (case sensitive) in all the relevant data sources. If the names don't match, Plecto will not recognize the request. This grouping method joins data from more than one data source, and therefore, it is most useful on a table widget.

Table Widget 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":
Data Source Example - Orders
  • Here is an example of a data source called "Stock":
Data Source Example - Stock

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."
Custom Group By Example

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.
Table Widget Example

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.

Table - Group By Custom Field

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.

Widgets - Group By - Bad example

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.

Was this article helpful?

Please leave a comment to help us improve.