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Optimizing Overviews with a Large Number of Cases

For processes involving a large number of cases (tens of thousands), it is recommended to optimize Overviews to reduce database load and improve search performance.

1. Filtering reports based on header values

If Overviews are differentiated by company (one template used for multiple companies), it is advisable to apply filtering based on the header rather than using a variable:

Correct approach:

Incorrect approach:

2. Sorting by case creation date

The fastest results are achieved when reports are sorted in descending order by the case creation date (Assigned).

Other sorting methods, such as by the text variable _iprocId or by order number, are significantly more demanding when working with large data sets, as these are typically text-based fields.

3. Splitting reports by year

In most cases (approx. 99%), users search for data from the last two years (730 days) only. In this scenario, it's beneficial to create a report of "Current" cases with a filter such as the following:

Older cases can be moved to a separate folder named "Archive", with an inverse filter configuration applied.

4. Avoid placing reports with a large number of cases on the Dashboard

While it's possible to place specific reports directly on the Dashboard, if these are not properly filtered, the resulting database queries can be very demanding and negatively impact system performance. Typically, a filtered subset of cases, such as Unapproved Orders, is sufficient for the Dashboard. Alternatively, a direct link to the report can be added to Favorites.

Frantisek Brych Updated by Frantisek Brych

Filtering in a dynamic sheet using dynamic conditions

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