Perform Custom Sorting and Grouping in Reports | Zoho Creator Help

Perform Custom Sorting and Grouping in Reports

1. What Does This Page Cover?  

Learn how you can sort and group your application records in the order of your preference by performing custom sorting and grouping in the live mode of your reports.

2. Availability 

  • Super admins, admins, and developers can perform custom sorting. Meanwhile, users can view records in the respective order depending upon their roles and permissions.

  • Custom sorting and grouping can be accessed by Creator users of all plans.

3. Overview 

Sorting is arranging records in a specific order, while custom sorting allows for arranging records in any desired order without following a fixed pattern. Similarly, grouping is displaying records in groups based on certain criteria, and custom grouping allows for displaying grouped records in your preferred order.

Let's assume you've created an Employee Management application in which you've added an Employee Details form. In the respective Employee Details report, you want to organize your employee records based on employees' departments in either ascending or descending order, which is a standard sorting process. However, if your specific requirement is to have any custom order, such as employees from the Marketing, Support, and Engineering department to appear first, then you can achieve this by implementing Custom Sorting in your report.

Similarly, you can group the employee records based on their employee locations. But if you want to view the grouped records of certain locations at the top, you can set that custom order and view those groups easily with custom grouping.

Utilizing custom sorting and grouping makes it significantly easier to navigate through large reports, thereby reducing the time spent searching for specific records.

4. Custom Sorting & Grouping in Creator

Custom Sorting  

In Creator, you can sort the records of your report in any custom order. If your report contains a large volume of records, you can apply custom sorting to the first 50 distinct values and sort the remaining records in either ascending or descending order.

Custom Grouping  

In Creator, you can groups the records of your report in any custom order. If your report contains a large volume of records, you can apply custom grouping to the first 50 distinct values and sort the remaining records in either ascending or descending order.

See How it Works

The below video shows how records are sorted and grouped in the custom order.


5. Setting up  Custom Sorting and Grouping

Custom Sorting and Grouping setup flow 


 

 Steps to Perform Custom Sorting 

  1. Go to the edit mode of the required application.

  1. Navigate to the Design page. Hover over the report and click Open Report Properties.

  1. Click Sorting in the left pane. In the middle pane, choose the fields to be sorted.

  1. Select Custom Order in the right pane for the chosen field. Sorting can be done in the live mode of the application once a custom order is selected here.


  1. You can add more fields for sorting by clicking the add  icon, then click Done.
    Note: You can choose only two fields, based on which your records can be sorted in the preferred custom order in your reports.


  1. Click Access this application in the top-right corner.


  1. In the live mode of the application, click the Configure Custom Order icon at the top-right corner.

  1. In the Configure Custom Order dialog box, select the fields to be sorted on the left side. Click +Add Values in the middle pane.

  1. The list of values that your users have entered for the chosen fields will be shown in the dropdown option. Click the required value.

  1. You can choose multiple values by clicking the add  icon. Rearrange the records according to your preference by dragging and dropping the record values in the required order by clicking the icon.
    Note: You can add up to 50 values for a field.


  1. For the remaining records, select whether they should be sorted in ascending or descending order. Click Save.
    Info: This helps to maintain a logical sequence for the remaining records.
    Note: If no sorting order is selected, the remaining records will be sorted in the default order, meaning the most recently added records will appear first. 


          You can now view the records sorted in the custom order.
           

 

 Steps to Perform Custom Grouping 

  1. Follow Step 1 to Step 6 in Steps to Perform Custom Sorting, except in step 3, select Grouping in the left pane.

  1. In the live mode, click the Configure Custom Order icon at the top-right corner.

  1. In the Configure Custom Order dialog box, select the fields to be grouped on the left side. Click +Add Values in the middle pane.  


  1. The list of values that the users have entered for the chosen fields will be shown in the dropdown option. Click the required value.

  1. You can choose multiple values by clicking the add  icon. Rearrange the records according to your preference by dragging and dropping the record values in the required order by clicking the icon.
    Note: You can add up to 50 values for a field.


  1. For the remaining records, select whether they should be sorted in ascending or descending order. Click Save.
    Info: This helps to maintain a logical sequence for the remaining records.
    Note: If no sorting order is selected, the remaining records will be sorted in the default order. This means the most recently added records will appear first.  


  1. You can view the records grouped in the custom order.


6. Limitations

  • Custom sorting and grouping can be only be performed in the live mode by admins or developers.

  • Custom sorting/grouping can only be applied to 2 fields and 50 distinct values for a field.

Note: In ADLM cases, it's recommended to set up the custom order in live mode after publishing to environments.

  1. Understand Predefined Grouping
  2. Understand Predefined Sorting
  3. Perform Custom Grouping and Sorting in Kanban Report


    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION








                                    You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                        Manage your brands on social media

                                          Zoho Desk Resources

                                          • Desk Community Learning Series


                                          • Digest


                                          • Functions


                                          • Meetups


                                          • Kbase


                                          • Resources


                                          • Glossary


                                          • Desk Marketplace


                                          • MVP Corner


                                          • Word of the Day


                                            Zoho Marketing Automation

                                              Zoho Sheet Resources

                                               

                                                  Zoho Forms Resources


                                                    Secure your business
                                                    communication with Zoho Mail


                                                    Mail on the move with
                                                    Zoho Mail mobile application

                                                      Stay on top of your schedule
                                                      at all times


                                                      Carry your calendar with you
                                                      Anytime, anywhere




                                                            Zoho Sign Resources

                                                              Sign, Paperless!

                                                              Sign and send business documents on the go!

                                                              Get Started Now




                                                                      Zoho TeamInbox Resources



                                                                              Zoho DataPrep Resources



                                                                                Zoho DataPrep Demo

                                                                                Get a personalized demo or POC

                                                                                REGISTER NOW


                                                                                  Design. Discuss. Deliver.

                                                                                  Create visually engaging stories with Zoho Show.

                                                                                  Get Started Now









                                                                                                      • Related Articles

                                                                                                      • Perform Custom Grouping and Sorting in Kanban Report

                                                                                                        1. What does this page cover? Learn how you can sort and group your application records in the order of your preference by performing custom sorting and grouping in the live mode of your kanban reports. 2. Availability Super admins, admins and ...
                                                                                                      • Understand Predefined Grouping

                                                                                                        This page is applicable only to list, calendar, and timeline report types. Grouping indicates categorizing information into clusters, based on parameters that help you define the groups. By grouping your data, you can achieve a certain level of ...
                                                                                                      • Understand Predefined Sorting

                                                                                                        This page is applicable to all report types except pivot chart and pivot table. Sorting creates a linear, sequentially arranged data structure that helps you eliminate the hassles of haphazardly maintained information. It enables you to easily glance ...
                                                                                                      • Understand reports

                                                                                                        Note: To optimize efficiency and security, support for XLS format has been deprecated, and instead, the XLSX format will be supported with effect from 21-March-2024. We insist you to replace any instance of .xls to .xlsx across Deluge scripts in your ...
                                                                                                      • Understand list report

                                                                                                        A list report enables you to present or view your records in the traditional list format. It organizes records in different layouts that make the data comprehensible. By default, the records are presented in a table grid as rows of information, ...
                                                                                                        Wherever you are is as good as
                                                                                                        your workplace

                                                                                                          Resources

                                                                                                          Videos

                                                                                                          Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                          eBooks

                                                                                                          Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                          Webinars

                                                                                                          Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                          CRM Tips

                                                                                                          Make the most of Zoho CRM with these useful tips.



                                                                                                            Zoho Show Resources