Create custom data points that calculate totals, averages, and percentages across your messages, events, cases, and payments to power dashboards and reports with the exact numbers your agency needs.

### Overview

Data points are the building blocks of dashboards and reports in eCourtDate. Each data point defines a specific metric, such as "total messages sent this month" or "average days to case resolution," that the system calculates automatically from your agency's data. Instead of manually counting records or building formulas in spreadsheets, you define the metric once and let eCourtDate keep it updated in real time.

- Define metrics using totals, averages, and percentages across all data types
- Customize calculations with filters to match your exact reporting needs
- Visualize data points with charts and graphs on dashboards
- Include data points in automated reports and scheduled exports
- Track performance trends over time with historical comparisons

Agency administrators, supervisors, and reporting staff who need to monitor caseloads, track communication volumes, or measure program outcomes will rely on data points to drive their decision-making.

### Prerequisites

Before you begin defining custom data points, make sure you have:

- An active eCourtDate account with Admin role permissions
- Access to the **Reports** module in the top navigation bar
- A dashboard created if you plan to visualize data points ([learn how to create data dashboards](/how-to-create-data-dashboards))
- An understanding of the metrics your agency wants to track (for example, message volumes, case outcomes, payment totals)

### How-To Steps

#### Create a New Data Point

1. Click **Reports** in the top navigation bar.
2. Click the **Data Points** tab.
3. In the **Create Data Point** form on the left side of the page, enter a **Name** for the data point (for example, "Monthly Text Messages Sent").
4. Enter a **Description** that explains what the metric measures. This helps other staff understand the data point's purpose.
5. Select the **Data Source** from the dropdown:
   - **Messages**: Track message volumes, delivery rates, and response metrics
   - **Events**: Monitor event attendance, scheduling patterns, and outcomes
   - **Cases**: Measure caseload sizes, resolution times, and status distributions
   - **Payments**: Calculate payment totals, averages, and collection rates
   - **Clients**: Count client enrollments, activity levels, and demographics
6. Select the **Calculation Type**:
   - **Total**: Counts or sums the records matching your criteria
   - **Average**: Calculates the mean value across matching records
   - **Percentage**: Computes the ratio of matching records to a defined total
7. Click **Create** to save the data point.

#### Configure Data Point Filters

1. After creating a data point, click **Edit** next to it in the results table.
2. Scroll to the **Filters** section.
3. Click **Add Filter** to define criteria that narrow the data included in the calculation.
4. For each filter, select:
   - **Field**: The data field to filter on (for example, Status, Type, Direction, or Date)
   - **Operator**: How to compare (equals, does not equal, greater than, less than, contains)
   - **Value**: The specific value to match (for example, "Delivered" for message status)
5. Add as many filters as needed. Multiple filters work together using AND logic, meaning all conditions must be true for a record to be included.
6. Click **Save** to apply the filter configuration.

> **Tip:** Start with broad filters and narrow them down as you refine the metric. You can always edit filters later without losing historical data.

#### Add a Date Range to a Data Point

1. Open the data point for editing by clicking **Edit** in the results table.
2. Scroll to the **Date Configuration** section.
3. Select the **Date Field** that determines which date is used for time-based calculations (for example, "Created At," "Scheduled At," or "Completed At").
4. Select the **Date Range** type:
   - **Relative**: Automatically adjusts (for example, "Last 30 days," "This month," "This quarter")
   - **Fixed**: Uses specific start and end dates
5. Click **Save** to apply the date configuration.

Relative date ranges are recommended for dashboards and recurring reports because they update automatically without manual adjustments.

#### Add a Data Point to a Dashboard

1. Go to **Admin** > **Dashboards** in the top navigation.
2. Click **Edit** next to the dashboard you want to modify.
3. Scroll to the **Components** section.
4. Click **Add Component**.
5. Select the **Data Point** from the dropdown.
6. Choose the **Visualization Type** (Number, Bar Chart, Line Chart, Pie Chart, or Table).
7. Configure display options such as axis labels, colors, and legends.
8. Click **Save** to add the component to the dashboard.

The dashboard now displays the data point's calculated value, updating automatically as new data comes in.

#### Include a Data Point in a Report

1. Click **Reports** in the top navigation bar.
2. Click **Edit** next to the report where you want to include the data point.
3. Scroll to the **Data Points** section of the report configuration.
4. Click **Add Data Point** and select the data point from the dropdown.
5. Choose how the data point appears in the report (summary value, chart, or detailed table).
6. Click **Save** to update the report.

When the report generates (manually or on a schedule), it includes the latest calculated values for each data point.

### What to Expect

After creating a data point, eCourtDate calculates the metric based on your configuration and updates it as new data enters the system. Data points added to dashboards display in real time. Data points included in reports reflect the most recent data at the time the report generates. You can edit data point configurations at any time, and the metric recalculates based on the updated criteria.

### Best Practices

- **Name data points clearly.** Use descriptive names that include the metric type and scope (for example, "Q1 2026 Payment Collection Rate" rather than "Payment Rate"). This makes it easy for your team to select the right data point when building dashboards and reports.
- **Use relative date ranges for recurring metrics.** Relative ranges like "This month" or "Last 90 days" keep dashboards and reports current without manual updates.
- **Group related data points together.** If you track messages by direction, create separate data points for "Outbound Messages Sent" and "Inbound Messages Received" and place them on the same dashboard for easy comparison.
- **Document your filters in the description field.** When a data point uses specific filter criteria, summarize those in the description so other staff understand exactly what the metric includes.
- **Review data points quarterly.** As your agency's reporting needs evolve, audit existing data points to retire metrics you no longer track and add new ones that reflect current priorities.

### Frequently Asked Questions

**Q: How often do data points recalculate?**
A: Data points calculate in real time when viewed on a dashboard. For reports, the calculation runs when the report is generated, either manually or on its scheduled frequency.

**Q: Can I create a data point that spans multiple data sources?**
A: Each data point is tied to a single data source (Messages, Events, Cases, Payments, or Clients). To compare metrics across different sources, create separate data points for each and place them on the same dashboard or report for side-by-side comparison.

**Q: What is the difference between Total and Percentage calculation types?**
A: **Total** counts or sums all records matching your filters. **Percentage** divides the count of matching records by a broader total (for example, "delivered messages" divided by "all messages sent") and returns a ratio. Use Total for raw counts and Percentage for rates and proportions.

**Q: Can I duplicate a data point to create a variation?**
A: Yes. Click the **Edit** button next to an existing data point, then click **Duplicate**. This creates a copy with the same configuration, which you can rename and modify without affecting the original.

**Q: Who can create and edit data points?**
A: Staff members with Admin role permissions can create and edit data points. Officers can view data points on dashboards and reports but cannot modify the underlying configuration.

### Troubleshooting

**Issue:** Data point shows zero or unexpected values.
**Symptoms:** A data point that should return results displays "0" or a number that does not match your expectations.
**Solution:**

1. Click **Edit** next to the data point and review the **Filters** section. Overly restrictive filters may exclude records you expect to be included.
2. Check the **Date Configuration**. If using a relative range like "This month" and it is early in the month, there may be few matching records.
3. Verify the **Data Source** is correct. For example, if you want to count messages but selected "Events" as the source, the results will not match.
4. Remove all filters temporarily and check the total. Then add filters back one at a time to identify which filter is too restrictive.

**Issue:** Dashboard component does not display the data point.
**Symptoms:** You added a data point to a dashboard, but the component appears blank or shows an error.
**Solution:**

1. Verify the data point has been saved with a valid configuration (data source, calculation type, and at least one filter or date range).
2. Check that the dashboard status is set to **Private** or **Public**. Dashboards in **Draft** status may not render components.
3. Try removing and re-adding the component to the dashboard.
4. If the issue persists, create a test data point with no filters to confirm that the dashboard-to-data-point connection is working.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

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