Group report: step by step example

A group report simplifies the complexity of your data by allowing you to combine information you collected from multiple responses of your assessment, into a single comprehensive report. This not only saves time but also provides a holistic view of trends and patterns across different respondents. 


   Professional         
   Enterprise         
   ReportR     
   DistributR     

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WARNING


Aggregate reports are an extra feature with an additional fee. Don't hesitate to get in touch with sales@pointerpro.com for additional information.




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WARNING


It is important to note that in the group report, you can only use variables that are related to averages or question text. You can find them in the variable selector. Variables that are related to individual responses (for example answer on question or answer on intro fields) can not be used in the group reports. 




This guide will illustrate the process of creating a group report by using an Employee Happiness assessment as an example. Respondents have the option to choose their company and department before answering the questions. The resulting report provides insights into the overall happiness of employees within the chosen company, both collectively and categorized by department.


This guide will teach you how to:

  1. Add questions
  2. Add custom score
  3. Create formulas with filters
  4. Create the Group PDF report
  5. Add predefined filters
  6. Download the group report 

1. Add questions

1.1 Create the Questionnaire

1.2 Add your questions

1.1 Create the Questionnaire

At the Questionnaires tab, click Create Questionnaire.
How to create a group report- create questionnaire

Click Start from scratch so you can add your own questions and style.

How to create a group report- start from scratch

1.2 Add your questions

To add your questions just click the "?" Question button to insert your first question.
How to create a group report- add questions

You'll be shown different question types you can choose from. Choose your desired question type and click Add.

How to create a group report- add questions

For this example, we are going to use the Text choice and Slider numbers question types. The first two questions are about the Company and the department of the respondent.

How to create a group report- company question

How to create a group report- department question

The remaining questions are about employee happiness. 

How to create a group report- remaining questions

2. Add custom score

To enable custom scoring, go to the Extra Options tab and toggle the button.

How to create a group report- add custom score

Now go back to your questions, and add a score next to each answer option.

How to create a group report- custom score

How to create a group report- custom score

Note that the custom score for the slider number question type is calculated automatically (1-10). All you need to do is to enable the custom score for this question.

How to create a group report- custom score

How to create a group report- custom score

3. Create formulas with filters

3.1 Formulas Introduction

3.2 Create formulas and add filters

3.1 Formulas Introduction

This step is critical. Your formulas and filters enable the creation of a group report and facilitate score calculations. Within the formulas editor, you can add variables and create mathematical calculations.

How to create a group report- formulas

The toggle buttons provide additional options to refine your formulas. More specifically:

  • Use Rounded Numbers: This toggle allows you to round the results to whole numbers for a cleaner presentation.
  • Include Multiple Responses in Formula Calculation: Enabling this toggle allows you to aggregate data, create group reports, and calculate averages based on multiple responses.
  • Recalculate Formula on Report Generation: When the report is requested, this setting triggers a recalculation of the formula in the backend. This ensures that responses meeting the filter criteria are accurately accounted for, providing access to the most recent data. This feature is useful when using a formula with a variable that can change over time such as response count. Note that this feature is available on request.
  • Apply Predefined Filter When Requesting Report: Enabling this toggle is necessary to create predefined filters in your PDF.

3.2 Create formulas and add filters

To create your formula, click on the Extra Options tab and select Formulas in the Custom Scoring section.

How to create a group report- formulas

Click on the Create Formula button and insert all the data. In this scenario, we require a total of 30 formulas. 


Considering we have 5 departments and 4 questions, we need to create one formula for each question within each department. Additionally, 4 formulas are necessary to calculate the total scores for each question across the entire company. Furthermore, 6 formulas are needed to determine the total scores for each department and the overall company.


Let's see how you can set up the formulas for the first question and the total scores.


In the first formula, our aim is to create the company's score for question 3, focusing on Work-life balance. We utilize the variable *|q3_custom_score|* because we want to use the custom score from question 3. To standardize the score to 100, considering the question's maximum possible score of 4, we multiply it by 25. 


We enable the toggle buttons as shown in the image below. There is no need for a filter, as we will filter later on per company.

How to create a group report- formulas

Formulas 2 to 6 use the same value as formula 1 in the formulas editor, *|q3_custom_score|**25. However, this time, our focus is on department-specific filtering, so we implement a custom filter.

How to create a group report- formulas

How to create a group report- formulas

How to create a group report- formulas

How to create a group report- formulas

How to create a group report- formulas

You can create the formulas for the rest of the questions in a similar way. Remember to adjust the multiplier if your maximum score varies from 4. For instance, if question 5 involves a slider question with a maximum custom score of 10, the formula value for that question should be *|q5_custom_score|**10.


To generate total scores for specific departments and the entire company, sum up the scores for each question. Then, standardize the total by applying a multiplier to achieve a score of 100.


It's important to note that you don't need to add a filter to the formula for the overall company score.

How to create a group report- formulas

You should create formula filters for the total score of each department

How to create a group report- formulas

How to create a group report- formulas

How to create a group report- formulas

How to create a group report- formulas

How to create a group report- formulas

Upon completing your assessment setup, be sure to save your progress!

4. Create the Group PDF report

While your assessment editor is still active, you can click on the Report Button and then select +Create a new report.

How to create a group report- create pdf

A new modal will appear, asking you to choose a template. In this instance, select the Empty template and click Next.

How to create a group report- select a pdf template

In the new modal, select the Group report type and click Next.

How to create a group report- select report type

The report editor will open, and you can start adding your widgets. Creating a group report follows a similar process as an individual report. However, when generating charts and incorporating variables, you'll notice a reduced list of options, displaying only variables applicable to the group report.


Feel free to utilize the formula variables you've set up for your assessment in the charts.

How to create a group report- chart example

The above chart uses the variables *|f1_avg_result|* - *|f6_avg_result|* as we want to present the results of the work-life balance question. You can create a chart (or more) for each question using the rest of the formulas. 

5. Add predefined filters

After you've finished creating your PDF and included all your content, save your work and navigate to the Share tab.

How to create a group report- predefined filters

Select the Predefined Filters tab, and click on the +Create filter to create your filter. You can create as many filters as you wish.

How to create a group report- predefined filters

This step is optional and depends on your setup. You can either create predefined filters in the PDF editor or create them later on when you want to generate the group report.

6. Download the group report

After collecting your responses, you can download the group report.


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TIP


Given the complexity of this setup, it's advisable to conduct thorough testing before deploying your assessment. You have the option to clear all responses prior to distributing the assessment to your contacts.



To download the group report, go to the results of your assessment and click on the Download button.

How to create a group report- results

In the new window, within the ReportR PDF (Group) tab, you can pick one of the predefined filters you crafted in the PDF editor. Select your choice from the dropdown menu.

How to create a group report- predefined filters

Alternatively, you can select the Custom filter from the dropdown menu and add as many filters as you want by clicking the + button.

How to create a group report- custom filters

Once you've applied your filters (in this case, just one for the company), click on the Download button. In this example, we downloaded the group report specific to Company A, which provides a detailed breakdown by question and department.

What's next?

  • An Individual vs Group report lets you compare how one person's answers compare to those of a group. This report type brings together the Individual and the group report types. This means that you can create a report to see at a glance how an individual's response stands against those of a specific group of your choice.
  • Email invitations are messages sent to your saved contacts containing a link to your questionnaire and are fully customizable. It is the best way to inform your contacts about your new questionnaire, and at the same time, by using our analytics tools, to track who has opened and clicked on your message.
  • A Contact listincludes the people to whom you will email a questionnaire invitation and it allows you to send your questionnaire to a lot of people simultaneously, using the same invitation.



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