BOFocus – Crystal Reports Tips – Tricks – Tutorials

Crystal Reports - How-To's

How to sort data

The Sort Order allows you to organize the records by specified fields. You can sort the report by any of the fields available in the tables selected for your report.

Note: You are not limited to the fields used in your report to sort the records.

1. Open the Record Sort Order window, From the toolbar, click on Report, Click on Sort Records or click on the Sort  icon 

The Report Fields section lists all the fields and tables used in the report (including fields used to create formulas and conditions to help filter records) at the top of the list. Scroll to view the rest of the tables and their fields.

The Report Fields section lists all the fields and tables used in the report (including fields used to create formulas and conditions to help filter records) at the top of the list. Scroll to view the rest of the tables and their fields.

2. Double click on the field(s) to sort by in the Report Fields list on the left (or single click on the field and click the Add button). The field(s) will appear in the Sort Fields section on the right.

3. Click on the Descending if you want to change the default Sort Direction. The default is Ascending. (To change the Sort Direction, the field must be highlighted in the Sort Fields list.).

Ascending    > A, B, C or 1, 2, 3
Descending > Z, Y, X or 9, 8, 7

4. Click the OK button to save the changes and exit.

Note:  Records are always organized into groups first. The records within each group are then organized by the sort order.

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To undo the last change made, press Ctrl + Z. You can use Ctrl + Z multiple times to delete numerous changes made.

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