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| □ | The raw data displayed in the Grid Layout can be difficult to read and summarize. The Group By functionality allows you to organize your data by Grouping records together by the criteria you specify. For example, if you chose to Group By Program, Then By Account, your report would produce a summary for each program and a list of the Accounts along with their corresponding participants who are registered for the program. Grouping like this also gives the added benefit of creating subtotals. This concept is best illustrated with a few examples. The following reports are all based off the same basic set of data, but are summarized differently using the Group By functionality: |
Original Data – (Grid Layout) – click here to preview
Group by Program – click here to preview
Group by Account, Then by Program – click here to preview
Group by Program, Then by Account, Then by Participant – click here to preview
Group by Financial Option, Then by Program – click here to preview
To use grouping in a report….
| 1. | Load up a report in the Report Center (or create a new report) |
| 2. | After selecting your desired fields, scroll down to the area labeled “Format – Sorting and Grouping.” |
| 3. | Under grouping, select how you would like to group your data from the top drop down list (based on the fields you have selected in your report, you can group by Account, Participant, Program, or a specific field such as Team, Cabin, etc) |
| 4. | If you’d like to add a page break, make sure you have one level of grouping and that the “Page Break” box is checked |
| 5. | You can group your records on a maximum of three levels using these select drop downs |
| 6. | Another powerful use of the Group By functionality is to Group By a specific database field. This is an easy way to create reports where each page is a summary of people that share the same value for a specific field (such as Team Name, Cabin Name, or Skill Level). For example, if you had a field called Skill Level that was a drop down list with possible answers being 1, 2, or 3, you could create a report and Group by: Specific Field – Skill Level. This report would give you three lists of people grouped together by their shared Skill Level. The following are examples of this type of grouping: |
Group by Field: Cabin – click here to preview
Group by Program, Then by Field: Team – click here to preview
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