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
Go to the edit mode of the required application.
Navigate to the Design page. Hover over the report and click Open Report Properties.
Click Sorting in the left pane. In the middle pane, choose the fields to be sorted.
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.
- 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.
Click Access this application in the top-right corner.
In the live mode of the application, click the Configure Custom Order
icon at the top-right corner.
In the Configure Custom Order dialog box, select the fields to be sorted on the left side. Click +Add Values in the middle pane.
The list of values that your users have entered for the chosen fields will be shown in the dropdown option. Click the required value.
- 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.
- 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
Follow Step 1 to Step 6 in Steps to Perform Custom Sorting, except in step 3, select Grouping in the left pane.
In the live mode, click the Configure Custom Order
icon at the top-right corner.
In the Configure Custom Order dialog box, select the fields to be grouped on the left side. Click +Add Values in the middle pane.
The list of values that the users have entered for the chosen fields will be shown in the dropdown option. Click the required value.
- 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.
- 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.
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.
7. Related Topics
- Understand Predefined Grouping
- Understand Predefined Sorting
- Perform Custom Grouping and Sorting in Kanban Report
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