How to define custom data points

A datapoint's definition is what turns it into a custom measure for your agency. The editor holds the data source, the calculation type, the reporting window, and the filters that decide which records are counted, and it recalculates the chart as you change them.

### Overview

- **What it is:** The definition side of a datapoint, made up of **Data Source**, **Date Filter**, **Type**, **Data Compare**, **Date Range**, **Interval**, **Period**, and any filters you add.
- **Why it matters:** You describe the measure once and eCourtDate calculates it, instead of counting records by hand.
- **Who uses it:** Anyone in your agency who can reach the **Analytics** section.
- **Expected outcomes:** A saved definition that produces a chart, a **Calculations** card, and a table of dates and values you can download.

### Prerequisites

- The **Analytics** item in the main navigation. Your agency can hide navigation items for individual accounts, so ask your administrator if you do not see it.
- A role that includes the **view_datapoints** permission.
- An existing datapoint. Create one first from **Analytics** > **Datapoints** ([learn how to create datapoints](/how-to-create-datapoints)).
- Records in the data source you plan to measure. A datapoint reads from messages, contacts, events, cases, clients, or payments.

### How-To Steps

#### Open the datapoint

1. Go to **Analytics** > **Datapoints**.
2. Click the name of the datapoint you want to define.

#### Set the calculation

1. Select a **Data Source** (messages, contacts, events, cases, clients, or payments).
2. Select a **Date Filter** to choose which date on the record drives the range. The choices follow the data source, so events offer date and created_at while payments offer issued_at, due_at, and created_at.
3. Select a **Type** (count, sum, rate, or average). Sum and average calculate on the data source's default numeric field, such as payment amounts.
4. Enter a **Data Compare** value if you selected rate. The field appears only for that type and holds the measure to compare against.
5. Enter a **Description** so your agency knows what the measure represents.
6. Click **Save**.

#### Set the reporting window

1. Select a **Date Range** preset (**Custom**, **Last 30 days**, **Last 90 days**, **Year to date**, **Previous quarter**, or **Last 12 months**).
2. Adjust **From Date**, **From Time**, **To Date**, and **To Time** if you need a window the presets do not cover. Editing either date switches **Date Range** back to **Custom**.
3. Enter an **Interval** to set how many periods each bucket covers.
4. Select a **Period** (day, week, month, quarter, or year).
5. Click **Save**.

#### Narrow the records with filters

1. Click **Add Filter**.
2. Select a **Field** from the list for your data source.
3. Select an **Operator** (=, !=, contains, not contains, <, <=, >, or >=).
4. Enter a **Value**.
5. Click **Add** to attach the filter, or **Cancel** to discard it.
6. Click **Save**.

With no filters in place, the card confirms that the datapoint counts every record in your data source.

#### Review the result

1. Read the chart at the top of the page for the shape of the measure.
2. Read the **Calculations** card for the summary figures, which are labeled per interval and period.
3. Read the results table underneath for the **Date** and **Value** of every bucket.
4. Click **CSV** above the table to download those dates and values.
5. Click **PDF** in the top right to print the page.

### What to Expect

The editor recalculates shortly after you change any part of the definition, so you see the numbers before you commit to them. Nothing is stored until you click **Save**, and **Save** stays disabled until the definition differs from the last save. If you try to leave with unsaved changes, eCourtDate asks you to confirm. The **Chart Style** card is the exception: those settings are kept in your own browser rather than on the record, so they do not travel with the datapoint or enable **Save**.

### Best Practices

- Build one datapoint per measure and use filters for the variations, since there is no way to copy a definition.
- Set the **Date Filter** deliberately. Counting events by date and counting them by created_at answer different questions.
- Match **Interval** and **Period** to how your agency reports, because the **Calculations** card is labeled per interval.
- Record what the filters do in the **Description**, which shows under the title in the editor and on the datapoint's card in the list.
- Reserve **Simulate Data** for demonstrations. When it is on, the datapoint shows sample data everywhere it appears, and its card carries a **Simulated** badge.

### Frequently Asked Questions

**Q: Which calculation types can I choose?**

A: Count, sum, rate, and average. Sum and average calculate on the data source's default numeric field, and rate adds a **Data Compare** field for the measure to compare against.

**Q: Can one datapoint measure two data sources at once?**

A: No. A datapoint has a single **Data Source**, and the **Date Filter** and filter **Field** lists change to match it. Build a second datapoint for the other source.

**Q: How do I edit or remove a filter I already added?**

A: Click the filter to load it back into the form, then click **Update** or **Delete**. The close button on the filter itself removes it without opening the form. Click **Save** afterwards.

**Q: Can I duplicate a datapoint to create a variation?**

A: No. The tools menu on the editor offers **Archive**, **Restore**, and **Trash** only. Create a new datapoint from **Analytics** > **Datapoints** and enter the definition again.

**Q: Do my chart settings save with the definition?**

A: No. The **Chart Style** card is stored in your own browser, so anyone else in your agency opens the datapoint with the default styling.

### Troubleshooting

**Issue:** The chart is empty.

**Symptoms:** The editor shows "No data matched this definition and date range."

**Solution:** Widen the window with **From Date** and **To Date**, or remove a filter. To confirm the definition itself renders, click **Preview with sample data**.

**Issue:** The chart stops updating.

**Symptoms:** The message "The from date must be before the to date." appears under the date fields.

**Solution:** Correct **From Date** or **To Date** so the start of the window comes first. Recalculation resumes once the range is valid.

**Issue:** The **Save** button is disabled.

**Symptoms:** **Save** stays greyed out after you change something in the editor.

**Solution:** Change a saved field such as **Name**, **Data Source**, **Type**, a date, **Interval**, **Period**, or a filter. Adjusting **Chart Style** does not enable **Save**, because those settings live in your browser and not on the record.

### Related Articles

- [How to create datapoints](/how-to-create-datapoints)
- [How to Create Reports](/how-to-create-reports)
- [How to Create Data Dashboards](/how-to-create-data-dashboards)
- [How to explore data source options](/how-to-explore-data-source-options)