Sorting records

A group of records can be sorted on any and all fields in a module (with the exception of nested table fields). You can select a pre-defined sort or specify exactly how a group of search results will be sorted. You can save the sort criteria you specify for re-use.

It is possible to:

  • Sort records on multiple fields, e.g. by Last name, and then First name.
  • Sort in both ascending or descending order (e.g. A to Z, Z to A).
  • Save your own sort criteria to be used with other results sets.
  • Assign permissions to other users to use your saved sort criteria.
  • Specify that a Sort will run automatically following a search.

Note: Details about Sorting in a multi-language environment can be found here.

To sort a group of records with an existing sort:

  1. Search for or otherwise list a group of records.
  2. Click Sort button in the Tool bar to display the Sort box

    -OR-

    Select Tools>Sort Results (ALT+T+T) from the Menu bar.

  3. Select a Sort from the list and click OK.

    A message displays asking whether you want a summary of the sort terms:

  4. Either click Yes to view the summary. The Summary Results window displays. Click Close to return to the list of results.

    -OR-

    Click No to skip the Summary.

    The records are sorted accordingly.

When a Sort hasn't already been defined that meets your needs but you don't need to save the criteria for re-use, you'd use an Ad-hoc sort:

  1. Search for or otherwise list a group of records.
  2. Select Tools>Ad-hoc Sort from the Menu bar to display the Sort Properties box:

  3. If there are fields already added to the Order list that you don't need in your Ad-hoc Sort, select them and then click Remove.
  4. In the Fields list, select a field on which to sort and click Add.

    Note: Keep in mind that it is possible to sort records using any field (except for a field that is in a nested table) in the module, even if that field is not included in the List View (although it is generally only useful to sort on fields that do display in the list).

    The field is added to the Order list.

  5. Continue to select all the fields on which to sort from the Fields list.
  6. A group of records is sorted on the first field listed in the Order list, then by the second field, and so on. To adjust the order of fields:
    1. Select a field in the Order list, e.g. Last: (Person Details):

    2. Use the Up Move up button and Down Move down arrows to the right of the Order list to move a field name to the position on which to sort.

      Note: Records are sorted by default in alphabetical order. To reverse the order, click Sort button to the right of the Order list. To remove a field from the Order list, select it and click Remove.

  7. If necessary, select the Options tab to change the options.
  8. Click OK.

    The records are sorted.

You can save sort criteria for re-use. This is useful when a sort includes multiple fields and requires some time and effort to set up.

  1. Search for or otherwise list a group of records.
  2. Click Sort button in the Tool bar to display the Sort box with a list of pre-defined sorts.
  3. In the Sort box, click New to display the Sort Properties box:

  4. Enter a descriptive name for the Sort in the top text field.
  5. In the Fields list, select a field on which to sort and click Add.

    The field is added to the Order list.

  6. Continue to select all the fields on which to sort from the Fields list.
  7. A group of records is sorted on the first field listed in the Order list, then by the second field, and so on. To adjust the order of fields:
    1. Select a field in the Order list, e.g. Last: (Person Details):

    2. Use the Up Move up button and Down Move down arrows to the right of the Order list to move a field name to the position on which to sort.

      Note: Records are sorted in alphabetical order by default. To reverse the order, select a field and click Sort Reverse button to the right of the Order list. To remove a field from the Order list, select it and click Remove.

  8. If necessary, select the Options tab to change the options.

    Sort Options box

    Sort Comparison

    Description

    Word based

    Sort disregards all punctuation and white spaces (more than the one space between words). For example:

    Traveler's        Inn

    will be sorted as 

    Travelers Inn

    Full text

    Sort includes all punctuation and white spaces. For example:

    Traveler's        Inn

    will be sorted as 

    Traveler's        Inn

    Compress white space

    Sort includes punctuation but disregards all white space (with the exception of a single space between words). For example:

    Traveler's        Inn

    will be sorted as 

    Traveler's Inn

    Select one or more of these sort options by clicking in the corresponding checkbox:

    Case sensitive

    Sort is sensitive to upper and lower case. For example:

    Melbourne gallery

    will be sorted separately to

    Melbourne Gallery

    Tables order insensitive

    Values in a multi-value field will be sorted alphabetically regardless of the order in which they display.

    For example, one record has the following values in the Roles field in this order:

    Collection Manager, Curator, Internet Administrator

    Another record has the same values in the Roles field but in a different order:

    Internet Administrator, Collection Manager, Curator

    If Tables order insensitive is selected (checked / ticked), the values in this field will be sorted in alphabetical order before the main sort, resulting in both records being displayed in the same sort order.

    Empty sorts low

    If this option is selected, all empty records will be placed at the start of the sort rather than at the end.

    e not equal to ê

    Values that include diacritics will be sorted separately to those that do not.

    For example, entrée will be sorted separately to entree.

    Summary

    Tables as text

    All values that display in a multi-value field will be considered one value in the Summary Results window.

    For example, three values - Collection Manager, Curator, Internet Administrator - display in the Roles field. If this sort option is selected, the three values will be considered as one and display as one value in the following format:

    Collection Manager 
	Curator 
		Internet Administrator

    Thus the number of values in the Summary Results window will match the number of records.

    If this sort option is not selected, each value in a multi-value field will display as a separate value in the sorted display. One value will be Collection Manager, a second value Curator and a third Internet Administrator. Thus there may be many more values in the Summary Results window than there are records.

    Display sort text

    Displays the text in the Summary Results display in the format in which it will be sorted, e.g. punctuation included, white space disregarded, case sensitive, etc.

  9. If required, select the Security tab to give other users permission to use this sort.
  10. Click OK.

    Your new sort is added to the Sort list.

  11. Click OK.

    The records are sorted using your new Sort.

It is possible to edit an existing sort by adding or removing fields or changing the order of existing fields.

Note: You can only edit your own saved sort. If you try to edit another user's sort, the window and buttons will display as grayed out and are disabled.

  1. Search for or otherwise list a group of records.
  2. Click Sort button in the Tool bar to display the Sort box.
  3. In the Sort box, select a Sort to be modified and click Properties Properties.

    The Sort Properties box displays:

  4. Edit the sort properties as required.
  5. Click OK.