---
sourceDocument: Xanadu Platform Analytics
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/xanadu/now-intelligence

 Release :

    - xanadu

ft:locale :

    - en-US

ft:publication_title :

    - Xanadu Platform Analytics

ft:clusterId :

    - par

bundleId :

    - par

workflow :

    - Platform


---

# Group data by breakdown definitions

# Group data by breakdown definitions {#ariaid-title1}

* Release version: Xanadu
* 
* Updated August 1, 2024
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read

Each project can have a set of breakdown definitions that you can use to group the
data in KPIs. These breakdown definitions provide the specifications for Performance Analytics
breakdowns that you eventually create.

## Before you begin

Role required: sn_kpi_composer.user (own project), sn_kpi_composer.admin (any project), admin. No role required for responsible user or user with edit access from project sharing.

Prerequisites
:   [Create a KPI Composer project](https://servicenow-prod.fluidtopics.net/8OBw0dU3fIPUuZsVwNxU1Q "As the first step in using KPI Composer, create a project.")

## Procedure

1. Navigate to AllKPI Composer and create or open a project.
2. In the Analysis tab, click the 'Group by' icon (![]()) at the top right of the screen.
3. In the 'Group by' dialog, use the sliders to select which breakdown definitions to include in your project.  
   The selected breakdown definitions appear in the header of the KPI tree canvas. From here, you can drag them onto artifacts.
4. To add a new breakdown definition to your project, click Add Item and enter the term.  
   ![Add Item field filled in with new breakdown name]()  
   The new item appears in the 'Group by' list, and a matching breakdown definition record is created.

## Selecting breakdown definitions for a KPI Composer project

In the following short animation, you see how to select the breakdown definitions
Assignment Group, Impact, and Priority to a project. Then you see how to group the
values of a KPI tree artifact by Assignment Group and Priority.

## What to do next

Drag breakdown definitions ('Group by' items) onto existing artifacts on the canvas. You can group the data associated with an artifact by any number of breakdown definitions. The colored dots on an artifact show which breakdown definitions the artifact is grouped by. To see the names of these breakdown definitions, point to any of the colored dots on the artifact.  
By holding down the Ctrl/Command or Alt/Option key while dropping a breakdown definition onto an artifact, you activate the following advanced functions:

Hold Ctrl while dropping
:   Add the breakdown definition to the artifact on which it is dropped and
    to all child artifacts of that artifact.

Hold Alt while dropping
:   Remove the breakdown definition from the artifact on which it is
    dropped.

Hold Ctrl and Alt while dropping
:   Remove the breakdown definition from the artifact on which is dropped and
    from all child artifacts of that artifact.
**Previous topic:** [Add personas to a project](https://servicenow-prod.fluidtopics.net/L4BJiOPMVpegGyd1f5n19w "Each project has several personas with different roles in the Performance Analytics solution that you are designing. A persona is a role within your company, such as service desk manager or service owner.")  
**Next topic:** [Write journal entries for a project](https://servicenow-prod.fluidtopics.net/OFDH1e~2B3UJoF3bBKJ8WA "Keep track of your KPI Composer project with journal entries")

## Define a breakdown {#ariaid-title2}

Provide the functional description of how to build an actual Performance Analytics
breakdown in a breakdown definition. Once an appropriate Performance Analytics breakdown exists,
you can link to it in the breakdown definition.

### Before you begin

Role required: sn_kpi_composer.user, sn_kpi_composer.admin (to link to Performance Analytics breakdown), admin. No roles required for responsible user or user with edit access, except to link to link to Performance Analytics breakdown.

### About this task

The breakdown definitions that you add to KPI Composer projects are not actual Performance Analytics breakdowns. They are only placeholders that describe what the Performance Analytics breakdown should be. In KPI Composer breakdown definitions, you provide either or both of the following pieces of information:

* The details that a Performance Analytics expert needs to create the actual breakdown.
* A reference to an existing Performance Analytics breakdown that meets your requirements.
{#define-breakdown__ul_ark_52v_njb}

### Procedure

1. In the Analysis tab, click the 'Group by' icon (![]()).
2. Click the name of the breakdown you want to define.
3. Fill in the following information:  
   {#define-breakdown__table_dql_qnv_njb__entry__3}

   | Field | Description | Notes |
   |-|-|-|
   | PA Breakdown (Restricted to sn_kpi_composer.admin and admin roles) | A Performance Analytics breakdown that exists on this instance. | If a breakdown definition does not have a reference to a Performance Analytics breakdown, consider creating that breakdown. |
   | Facts Table | The table that the breakdown source for the Performance Analytics breakdown has to reference. | Key information for creating a breakdown. |
   | Conditions | The filter conditions to apply to the facts table either in the breakdown source or in the breakdown itself. |   |
   [ ]

   {#define-breakdown__table_dql_qnv_njb}

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