In Jobs lists, you can Group information by one or more columns, for example, Client Group, Client, Category, Job State.
Grouping is currently available in the Jobs lists, including Home - My Jobs and Client - Jobs. Only certain columns can be used for Grouping. For example, the Jobs lists can only be Grouped by Client Group, Client, Name, State, Category, Cabinet, Partner, Manager, Created By or Modified By.
This article contains the following sections:
- Grouping a List
- Adding more than one Group
- Removing a Group
- Exporting a List that is Grouped
Grouping a List
In a list that allows Grouping, when you expand the Columns tab on the left-hand side it displays the Row Groups and the Values sections.
To Group the list by a column, drag the header of the relevant column to the Row Groups.
The following is an example of Grouping the list by State.
You can also drag a column from the list in the Columns tab into the Row Groups by dragging it with the = icon in the Columns tab list.
Dragging a Column that is Not Relevant for Grouping
If you try to drag a column that is not relevant for Grouping to the Row Groups (such as Name, ID or any Custom Fields) it cannot be dropped and shows with the icon to indicate it is not available, as in the following example.
When a Column has been selected as a Group
- The list is Grouped by the column and this shows in the list with the heading of Group.
- The column that has been added as a Group displays at the top of the columns.
- The column is removed from the main list.
You can sort the Group by clicking the column heading in the same way as other columns in the list.
When saving a View that has the Group sorted, the saved View re-displays with the saved sort order.
To expand or collapse a Group, click the Expand or Collapse icon on the left-hand side of the value.
You can also right-click over the list to display the pop-up menu and select Expand All or Collapse All to expand or collapse all the Groups.
Note: When saving a View with grouping, the saved Views will always re-display with collapsed values.
Selecting Items in a Group
When a list is grouped, the Select 50 and Select All is not available. You can click the select checkbox next to a Group title to select all the items in that group. You can checkmark the Group when it it is collapsed or expanded.
Adding more than one Group
You can add more than one column for the Groups in the same way by dragging the column heading to the Row Groups. The following example shows Client added as a second Group.
This displays in the same sort order in which it was shown in the list.
Removing a Group
To remove a Group, click the x next to it either at the top of the Columns or in the Row Groups.
Exporting a List that is Grouped
In Jobs lists, you can export the list as Excel using the Excel Report function from the View Tools. Refer to Exporting Lists.
When a list is Grouped, the Grouping is reflected in the exported file.
Important Note: The Client Group, Client and Name (such as the Job Name) in the exported Excel file are hyperlinks and these may only display after clicking Enable Editing in Excel.
The following is an example of the exported Excel spreadsheet with two Groupings (State and Client) after clicking Enable Editing in Excel.
When Grouping has been applied, you cannot export the list as a .csv file and the following message displays.
At the bottom of the Columns tab is the area when you can add Values which can be used to include calculations for any numeric columns in the list. You can only apply Values to a numeric column.
To add a column, drag the header of the relevant column to the Values. You can also drag a column from the list in the Columns tab into the Values by dragging it with the = icon in the Columns tab list.
The following is an example of dragging the Estimated column to the Values.
You can include additional columns for the calculations and they initially show as calculating a "sum".
The calculations display at the bottom of the list on the right-hand side.
You can remove any of the calculation values by clicking the x.
You can change what is calculated for a column by clicking on it and selecting from the available calculations such as "avg" for average, "min" for minimum or "max" for maximum.
If Calculations have been added to the list that you are exporting (using the Values at the bottom of the Columns tab) these are included in the export.