Report Writer - Sort Options

This topic describes how you can specify the sort sequence of the records printed on a report.  For some sorted fields, you can also specify page breaks and whether to print sub-totals.

Tips:

• For general information about using the Report Writer, see the Report Writer - Overview.

• You must define the Sort Options for at least one field for the report.

• You can set the sort options for any of the fields displayed in the Range Fields panel, but you cannot add new fields.

Directions:

To see information about the...

• Report Writer Prompt, click More

   

  Report Writer - Prompt Example:

  Tip:  The list of Range Fields and Sort Fields varies for each report.

  

   

  Sort Fields Panel Prompts
  Level	Lists the sort level number for the field.  For example, the first field sorted is 1, the second field sorted is 2, etc.
  #	Displays for your information the number of the field as it appears in the list in the Range Fields panel.
  Field Name	Displays the name of the field with sort options defined.
  Sub	Displays one of the following sub-total options. Y(es) - Print sub-totals for the field. N(o) - Do not print sub-totals for the field.
  Pg	Displays one of the following page break options: Y(es) - Start a new page with new headings for each group of records sharing the same value for the field. N(o) - Do not page break on new field values.
  A/D	Displays one of the following sort sequences. A(scending) D(escending)

   

  ---

   

• Clear Button , click More.

   

   IMPORTANT:  Because all reports must have at least one sort field defined, you must follow the directions to add a new sort option after clicking Clear.

  To clear all of the existing sort options from the list in the Sort Fields panel:

  1.  Click Clear  at the Report Writer prompt.
  Tip:  Or, click Sort Clear from the View Menu.
  Keyboard shortcut:  [ALT] [v] [c]

  2.  Click OK at the Sort Option - CLEAR window.

  3.  Add a sort option for at least one field, which is required to run the report.

   

  Sort Option - CLEAR Window Prompts
  Window Example
  	To clear all sort options click OK, or press [ENTER]. Keyboard shortcut:  [ALT + o]
  	To escape without clearing the sort options, click Cancel. Keyboard shortcut:  [ALT + c]

   

  ---

   

• Add Button , click More.

   

  To add a sort option for a field:

  1.  Click Add  at the Report Writer prompt.
  Tip:  Or, click Sort Add from the View Menu.
  Keyboard shortcut:  [ALT] [v] [d]

  2.  Click the field you want sort in the drop-down list.
  Tip:  You can optionally click the field in the Range Fields panelbefore clicking Add.

  3.  Enter the sort values.

  4.  Click OK .

   

  Sort Option - ADD Window Prompts
  Window Example
  Field	Click the field that you want to sort in the drop-down list. Tip:  You can also select the field at the Range Fields panel before clicking Add.
  Sub Totals	Specify if you want sub-totals to print for each group of records sharing the same value for the field. To print sub-totals, select the box. To omit sub-totals, de-select the box. Tip:  Sub-totals are not available for all fields.
  Page Break	Specify if you want to start a new page with new headings for each group of records sharing the same value for the field. To page break, select the box. To omit the page break, de-select the box. Tip:  Page breaks are not available for all fields.
  Ascending Descending	Specify the sort sequence. To specify ascending order, select the Ascending button. To specify descending order, select the Descending button. Tip:  The sort sequence options are not available for all fields.
  	To save the new sort options click OK, or press [ENTER]. Keyboard shortcut:  [ALT + o]
  	To escape without making any changes, click Cancel. Keyboard shortcut:  [ALT + c]

   

  ---

   

• Insert Button , click More.

   

  To insert sort options for a field:

  1.  In the Report Writer Sort Fields panel, click to highlight a field in the drop-down list.
  Tip:  The inserted sort field will appear above the highlighted field.

  2.  Click Insert  at the Report Writer prompt.
  Tip:  Or, click Sort Insert from the View Menu.
  Keyboard shortcut:  [ALT] [v] [i]

  3.  Click the field you want to sort in the drop-down list.

  4.  Enter the sort values.

  5.  Click OK .

   

  Sort Option - INSERT Window Prompts
  Window Example
  Field	Click the field that you want to sort the drop-down list.
  Sub Totals	Specify if you want sub-totals to print for each group of records sharing the same value for the field. To print sub-totals, select the box. To omit sub-totals, de-select the box. Tip:  Sub-totals are not available for all fields.
  Page Break	Specify if you want to start a new page with new headings for each group of records sharing the same value for the field. To page break, select the box. To omit the page break, de-select the box. Tip:  Page breaks are not available for all fields.
  Ascending Descending	Specify the sort sequence. To specify ascending order, select the Ascending button. To specify descending order, select the Descending button. Tip:  The sort sequence options are not available for all fields.
  	To save the inserted sort field options, click OK or press [ENTER]. Keyboard shortcut:  [ALT + o]
  	To escape without making any changes, click Cancel. Keyboard shortcut:  [ALT + c]

   

  ---

   

• Edit Button , click More.

   

  To edit the sort options for a field:

  1.  Click Edit  at the Report Writer prompt.
  
  Tip:  Or, click Sort Edit from the View Menu.
  Keyboard shortcut:  [ALT] [v] [e]

  2.  Click the field you want to edit in the drop-down list.
  Tip:  You can optionally click the field in the Report Writer prompt before clicking Edit.

  3.  Maintain the sort values.

  4.  Click OK .

   

  Sort Option - EDIT Window Prompts
  Window Example
  Field	The field you want to edit is displayed, or you can click a different field in the drop-down list.
  Sub Totals	Specify if you want sub-totals to print for each group of records sharing the same value for the field. To print sub-totals, select the box. To omit sub-totals, de-select the box. Tip:  Sub-totals are not available for all fields.
  Page Break	Specify if you want to start a new page with new headings for each group of records sharing the same value for the field. To page break, select the box. To omit the page break, de-select the box. Tip:  Page breaks are not available for all fields.
  Ascending Descending	Specify the sort sequence. To specify ascending order, select the Ascending button. To specify descending order, select the Descending button. Tip:  The sort sequence options are not available for all fields.
  	To save the changes click OK, or press [ENTER]. Keyboard shortcut:  [ALT + o]
  	To escape without making any changes, click Cancel. Keyboard shortcut:  [ALT + c]

   

  ---

   

• Remove Button , click More.

   

  To remove the sort options for a field:

  1.  In the Report Writer Sort Fields panel, click to highlight the field that you want to remove.

  2.  Click Remove  at the Report Writer prompt.
  Tip:  Or, click Sort Remove from the View Menu.
  Keyboard shortcut:  [ALT] [v] [v]

  3.  Click OK .

   

  Sort Options - REMOVE Window Prompts
  Window Example
  Field	The field you want to remove is displayed, or you can click a different field in the drop-down list.
  Sub Totals	Displays the Sub-total setting.
  Page Break	Displays the Page Break setting.
  Ascending Descending	Displays the sort sequence setting.
  	To remove the sort options for the field, click OK or press [ENTER]. Keyboard shortcut:  [ALT + o]
  	To escape without removing the sort options, click Cancel. Keyboard shortcut:  [ALT + c]

   

  ---