Think of a sort as the sequence rows of data are displayed, for example, an ascending sort by description will list the items whose description starts with the letter A first, then B, C, D etc.

The Tracker offers quick and complex sorts.

Quick sorts sort by one column at a time. You can only sort using the columns displayed in the grid.

Complex sorts can sort ...

  • By more than one column at a time.
  • Using fields from the main table that aren't displayed.
  • Using fields from other tables that are or aren't displayed.

Calculated fields, which are calculated from the values in other fields, can't be sorted.

Complex sorts come in 3 types. 'System' sorts come with the Tracker and can be used by anyone. 'Organization' sorts are added by organization managers and can be used by everyone in their organization. 'User' sorts can only be used by their creator. Click the Tools icon in the grid menu then Sorts and all 3 types will be listed.

Descriptions grid sorts menu

  • If a complex sort is active, it's displayed with a check mark to its left.
  • Additional complex searches (if any) are listed next. Click one to run it.
  • Edit sorts ... is used to edit existing or add new complex sorts.
  • Default sort ... is used to select the complex sort you want to run by default when you first open the screen.

Complex sorts don't have to be complicated. The Descriptions table name sort, for example, could have been run as a quick sort.

Sorts grid with descriptions name sort

Why use a complex sort when a quick sort would do? Because complex sorts can be set up as a default.

RUN A QUICK SORT

  • Click a column heading for a 1-column sort. The first click sorts ascending, the second descending.

Calculated fields, which are calculated from the values in other fields, can't be sorted. If you try to quick-sort a calculated field, nothing will happen.


RUN A COMPLEX SORT

  • Click the Tools icon in the grid menu then Sorts.
  • If a complex sort is active, it's displayed with a check mark to its left.
  • Additional complex sorts (if any) are listed next. Click one to run it.

EDIT OR ADD A COMPLEX SORT

  • Click the Tools icon in the grid menu, Sorts, then Edit sorts ...
  • Sorts grid with details item commence sort
  • Edit, add and/or delete complex sorts as you would any other data (descriptions of the column in the Sorts and Sort Clauses grids are in the Details section of this help screen), noting that it's often easier to ...

SELECT A DEFAULT SORT

Click the Tools icon in the grid menu, Sorts then Default sort ... to pick a default sort. When you open a screen, the Tracker runs ...

  • 1. The grid's most-recent sort during the current session
  • 2. If this is the first time the grid's been opened in this session, the user default sort
  • 3. If there's no user default, the organization default
  • 4. If no organization default, the system default
  • 5. If no system default, the sort specified in the view.

DUPLICATE A COMPLEX SORT

  • Click the Tools icon in the grid menu, Sorts then Edit sorts ...
  • In the Sorts grid, select the sort you want to duplicate.
  • Click the Tools icon in the grid menu, Macros then duplicate sort as user sort or, if you're an organization manager, duplicate sort as organization sort.

Click the Tools icon in the grid menu, Sorts then Edit sorts ... to open the Sorts screen (organization managers can also click the Utilities icon in the main menu then Sorts).

Sorts grid with details item commence sort


FIELDS

  • (Sorts grid) TYPE. Complex sorts come in 3 types. 'System' sorts come with the Tracker and can be used by anyone. 'Organization' sorts are added by organization managers and can be used by everyone in their organization. 'User' sorts can only be used by their creator.
  • (Sorts grid) TABLE. The table you want to sort.
  • (Sorts grid) SORT NAME. Listed when you click the Tools icon in the grid menu then Sorts. Avoid duplicates!

  • (Sort Clauses grid) RELATION NAME. Lists the table's many-to-one relations. Used to sort using data from another table.

  • If the FIELD you want ends with ID, a RELATION is required, for example, DESCRIPTION ID in the Items table contains a pointer to the Descriptions table, not the 'English' descriptions you're interested in. Those are in the DESCRIPTION NAME field in the Descriptions table.

  • (Sort Clauses grid) FIELD ID. The name of the field you want to sort by. Calculated fields, which are calculated from the values in other fields, can't be sorted and aren't listed.
  • (Sort Clauses grid) DIRECTION. 'Ascending' (assumed if blank) or 'descending.'
  • (Sort Clauses grid) SEQUENCE. The order the sort clauses will be evaluated.

MACROS

  • (Sorts grid) DUPLICATE SORT AS USER SORT. If you want to modify a system or organization sort (or create a variation of a user sort), run this macro then modify the results.
  • (Sorts grid) DUPLICATE SORT AS ORGANIZATION SORT. If you're an organization manager and want to modify an existing system sort (or create a variation of an organization or user sort), run this macro then modify the results.