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Group By

Feature Location: Options tab | Group and Sort
Availability: Version 1.0+

Group By groups records together based on one field you designate. The Group By column will be removed from each record and displayed as a group header at the top of the group. By default, the group header will display the total number of records in each group. This can be customized using the Group By Label feature.

Note: Your data must be sorted first by the Group By field for this feature to work. Sorting can be accomplished by the data source or by using the Sort feature.

See Also: Smart Format, Report Sequence

Group By Label

Feature Location: Options tab | Group and Sort
Availability: Version 1.0+

Specifies the content to display for the Group Header. If left blank, the default setting will be used. This setting accepts variables.

Default: [Group Field] = [Value] (Total: [Count])

See Also: Group By Examples

Smart Format

The Smart Format option is useful when your report uses the Group By formatting feature. It formats the report to ensure group headings are retained with their data set across page boundaries. This option corrects the following conditions:

If a group breaks across multiple pages: Smart Format will repeat the group heading at the top of each page and add the word continued so the reader is aware that the group spans multiple pages.
Prevents a page from ending on a group header. The page must end with a row of data.

Note: This report-level setting has an equivalent Workbook Setting, which can override it.

EXAMPLE : Effect of specifying the Detail range setting.

Download example

Smart Format unchecked (disabled) Smart Format checked (enabled)

See also
Group By
Workbook Settings

EXAMPLE:

Download example

This following data set will be used to show how the criteria changes the reports output.

First Name	Last Name	Order
Jane	Doe	Milk
John	Doe	Eggs
Doe	Smith	Milk
Jane	Doe	Butter

Description

Settings

Report

Default Group By
settings

Sort	Last Name ASC
Group By	Last Name
Group By Label

Last Name = Doe (Total: 3)
First Name	Order
Jane	Milk
John	Eggs
Jane	Butter


Last Name = Smith (Total: 1)
First Name	Order
Doe	Milk

Group By Label
set without
variables

Sort	Last Name ASC
Group By	Last Name
Group By Label	Surname

Surname
First Name	Order
Jane	Milk
John	Eggs
Jane	Butter


Surname
First Name	Order
Doe	Milk

Group By Label
set WITH
variables

Sort	Last Name ASC
Group By	Last Name
Group By Label	Surname (Total: &[GroupRecordCount] of &[Record Count])

Surname (Total: 3 of 4)
First Name	Order
Jane	Milk
John	Eggs
Jane	Butter


Surname (Total: 1 of 4)
First Name	Order
Doe	Milk