A Record Type search can show its results as a chart above the results list. A chart can show how records add up over time, such as invoices per month, or how they split across the values of a field, such as clients by ethnicity or invoices by vendor. The chart covers every record the search finds, so the search criteria you enter decide what is counted. Charts are set up on a Record Type's search form; see Searching for how to open one.


Setting up a chart

  1. Open the search form for the Record Type you want to chart.
  2. Open the Chart Options tab of the search form. It appears when the Record Type has a date field or a text, option, user list or Record Type link field.
  3. Fill in the chart settings:
    • Chart By (X-Axis) — the field the chart is built on. Fields listed under Date Fields - charted over time chart the results by date. Fields listed under Other Fields - one bar or slice per value give one bar or slice for each value of the field. Choose No Chart to search without a chart.
    • Amount Field (Y-Axis) — what each bar or slice measures. Record Count counts the records; a number field adds up that field's values.
    • Group By (optional) — a second field that splits the chart into one series per value, for example one line or bar color per Status.
    • Chart Type — Bar Chart, Stacked Bar Chart, Line Chart, Pie Chart, Doughnut Chart, Radar Chart or Polar Area Chart. Pie, Doughnut and Polar Area are offered only when no Group By field is selected.
    • Chart Title — leave blank for the default title.
  4. Enter any search criteria on the other tabs of the search form.
  5. Select Search. The chart appears above the search results.


Charting over time

When Chart By (X-Axis) is a date field, the chart runs from the earliest to the latest date in the results. A span of under 35 days is charted by day, under 100 days by week, under two years by month, and anything longer by year.


Charting by value

When Chart By (X-Axis) is any other field, each value of the field gets its own bar or slice, biggest first.

  • Records with no value in the field are shown as (blank), always last.
  • When a field has many values, the 12 biggest are shown and the rest are added together as (other), just before (blank).
  • A Record Type link field shows the same values as its column in the search results: the linked record's name when the search results show it, otherwise the value stored on the record. Selecting a bar or slice still finds the records behind it.
  • A Pie, Doughnut or Polar Area chart lists its values in a legend.


For example, to chart clients by ethnicity: open the clients search form, choose the ethnicity field in Chart By (X-Axis), choose Record Count in Amount Field (Y-Axis), choose Pie Chart as the Chart Type, and select Search.


Clicking the chart

Click a bar, point or slice to search for the records behind it. Select Back to Main Search to return to the chart. Hold Ctrl while clicking to open those records in a new window instead.

  • On a date chart, the click searches the day, week, month or year that was clicked.
  • On a by-value chart, the click searches for that value. Clicking (blank) finds the records with no value in the field. (other) cannot be clicked, because it stands for several values.


Adding a chart to the Home page

Save the search, as described in Searching. Then open the saved searches list beside the toolbar search box and select Add Chart to Home Screen next to the saved search; it is offered only for saved searches that have a chart. The chart then shows on the My Charts tab of the Home page.