The Reports > Pivot view is an incredibly powerful tool for taking all of the data in Aha! and creating reports for in-depth analysis of your roadmap. Similar to the Reports > List view, the pivot view allows you to manipulate data from the over 100 different data objects stored in Aha! and then organize it in a customizable pivot table.
How to create a pivot table
The easiest way to start with a pivot table for the first time is to select from one of our available example reports. The example reports contain a full list of commonly used reports and give even experienced pivot table users a great starting point for creating their own custom report.
If you already have an idea of what you would like to analyze on the pivot table, follow these steps to create your own custom pivot table report from scratch.
Choose your data columns and filters
1) Click on Add report, which is located at the top left of the page, and select Create a custom pivot report. This will take you straight to a view where you can select the data you wish to include in your pivot. After you select your first record, future options of selectable data will change based on that first selection. (Note: When you select a record type, Aha! will automatically create a column that includes the record's name.) This ensures that you are putting together a table with valid data objects that can be pivoted against each other.
The first data selection also defines the relationship for future data added to your table. In the example below, feature record fields were added first and then related release record fields. You can see this because the releases option is indented under the features option.
This is very important because it means any release data visualized on the table will be in the context of features. If a release has no features, it will not be shown. For more details on how this works, please refer to the advanced document on understanding data selections.
2) Once you have selected your first data object, you can choose to place the data in the column, rows, or cells of your pivot table.
3) Add additional data and select how the data in the Cells field is aggregated (Unique count, List, etc).
4) Quantify report rollups through calculations across rows and down columns with the Calculate option. Functions include sum value, average, minimum, and maximum.
5) Sort by row, column, or cell values in the report by clicking the Sort data button. You can sort by every value in the pivot table. Drag and drop when multiple values are present to choose which sort should supersede the others.
6) Add filters as necessary. The Add filter dropdown will display filters that are available based on the data you selected in steps 1-3. A common choice is to filter by release name if you wish to only display data for specific releases. Filters are searchable to allow you to find specific details without scrolling through long lists. By default, a product name filter is automatically applied based on the product that you have selected in your product hierarchy. You can add other product data by modifying the filter.
7) After setting your filters, click the Update table button that appears to update what is displayed.
Customize the report
The Customize view button provides options to customize the theme, formatting, and color layout of the pivot table report.
Theme: The different themes change the visual layout of the table and enable different sets of colors to be used when colorizing data on the table.
- Default: Light default row, column, and cell shading with a neutral palette of colors to choose from when customizing.
- Plain: No row, column, or cell shading with a bold palette of colors to choose from when customizing.
- Powder: Darker default row, column, and cell shading with a neutral palette of colors to choose from when customizing.
Color by: This allows you to select which data objects to color based on the data available in your table. You can then customize the colors based on the color palette available for your theme. Assigned colors for initiatives, goals, and workflow status will default to selected colors assigned during their set up.
Show row headers + Show column headers: Toggles the display of optional headings for your columns or rows. The headings will display what the data type is in the column or row fields of your pivot table.
Show cell headers: This shows cell headers and enables calculations — total, average, minimum, maximum, count — within individual cells on rows and columns.
Use swimlanes for first row headers: This option will place the heading for the first data object in Rows as the header across the top of the data. This is useful if the table is too long and you wish to make it easier to read. You can also just move the column to the Column target.
Allow table cells to wrap: This wraps text to help limit the width of cells when displaying large amounts of information, such as the full descriptions of features.
Chart your data
After you have organized and customized your pivot report, select the Chart data button to create beautiful visualizations and charts of the report that you have just created.
Save pivot views
To save the view, click the Views button on the upper right corner of the page and select Save view. When you save a view, you will have the option to name the saved view, choose who you wish to share your saved view with, and select if others can edit the view. Saved views are then accessible within the Views menu under the Saved views section.
Publish pivot tables
You should always save your list prior to publishing in an Aha! Notebook. This ensures that you can access the pivot table and edit it in the future without having to also change what page is referenced in your Notebook.
Once you are happy with your pivot table, you can share it with your internal or external stakeholders through a Notebook or save it for future working sessions. To share your pivot table, simply click on the More options button and add the report to a new or existing Notebook.
Export pivot tables
In addition to Notebooks, users have four other options for exporting their pivot tables.
- Export to Excel
- Save as image
- Save as PDF
To export the pivot table in any of these formats, simply click the More options button located on the upper right of the screen. The Export to Excel option is particularly powerful as it allows Aha! users to export the entire pivot table in Excel without losing any of the table formatting. This is perfect for when you need to combine information from multiple systems or use an advanced formula.