Sorting and Grouping Reports

Our reports are displayed in a particular format and order.  Here you have the ability to customise the way the data is sorted and grouped.

ClosedGetting Started
Who Can Use It? Where Is It?

User

Assistant Project Manager

Project manager

Director

Administrator

System Administrator

Reports > Edit Report > Sorting & Grouping tab

Tip: Group by essentially means a page break or separator between data sets.

Sort by

Sort by determines the order in which you want data to be displayed.  Here you select the column to sort by.

  1. Click the drop down at First Sort By.

  2. Select an option.

  3. You can apply a second sort using Then By.

ClosedExample
  1. The following Sub project performance report is sorted by Project number then sub project. However the manager and status is in no particular order.   
  2. Here we'll put a sort on status, then project number and then sub project sort:

    You'll notice the Status column shows all Active projects first.
  3. There is also the option to sort by Descending:
  4. The following Contract Summary Report is sorted by Contract number:
  5. Here we'll put a sort on contract name:
  6. Another option may be to First sort by Manager, Then by Date Created, Then by Title.

Tip: The popular sort by option on Project reports would be Sort by Project # or Sort by Project name.

Merge duplicate rows

Use this flag to merge detailed records.  For example if a Staff Activities report were being run, normally there would be many transactions for each classification, e.g. CAD Operator.  Selecting 'Merge Duplicate' will group all of the similar transactions together and provide one line with a total for all the similar transactions.  Thus for each project there would be one line for each classification with a total hours for each classification.

Show report totals

Where you've put a sum on a column a total will appear for that column when you do a break or Sub total for.  At the end of the report though we can then display the whole report totals.

ClosedYou would turn this off when:

Group by

This allows the report to be grouped into logical breaks with totals at the end of each group.  For example, a Project list may be grouped by Project Manager or by Status . 

ClosedExample
  1. Preview the Timesheet report for last week to see each staff member, and a total number of hours worked for each day.  There is no break between staff names:

  1. Add a group by Staff Name.
  2. Uncheck the option New page at the end of group.  Hide duplicates has also been ticked against Staff name and Staff manager:

Sub totals for

ClosedExample

Preview the Transaction WIP report.  By default there is a separator between each project, as well as the sub projects.  This is done by adding a Group by Project and Sub totals for Sub project.  As you can see a line appears with the sub project name.  The value column is summed as this has been ticked within the column tab. 

Below adding Sub totals for Transaction type, will separate out the Staff transactions from any Supplier transactions and any Sub Contractor transactions, therefore providing a sub total for each different type:

ClosedNew page at the end of group

When applying a grouping on the report - for example Project manager - the New page at the end of group option will display all of one manager's Projects on the first page, then the next managers Projects will start on the following page.

ClosedGroup by totals position

This is referred to as Header, footer or both. This will determine where the total for the grouping will appear on the report. In the example the break is on Project manager there is a Total for the manager at the end of the Project list. If there is a lot of data per manager, positioning the totals in both header and footer would be a good idea.     

By default, when adding a 'Group by' footer will be selected:

However, the placement of the Group, can appear in the header of the report:

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