{"id":46775,"date":"2022-06-16T15:12:50","date_gmt":"2022-06-16T14:12:50","guid":{"rendered":"https:\/\/support.ospreyapproach.com\/?post_type=pracctice_guide&#038;p=46775"},"modified":"2024-12-19T16:35:50","modified_gmt":"2024-12-19T16:35:50","slug":"report-writer-sorting-and-totalling-groups","status":"publish","type":"pracctice_guide","link":"https:\/\/ospreyapproach2022.wireddemo.co.uk\/support\/guides\/report-writer-sorting-and-totalling-groups\/","title":{"rendered":"Sorting and Totalling Groups"},"content":{"rendered":"<div class=\"card\">\n\n    <p class=\"mb-2\"><strong>Who is this guide for?<\/strong><\/p>\n    <p class=\"mb-0\"><i class=\"far fa-user fa-fw mr-2\"><\/i> <strong>Case Management Supervisors<\/strong>, <strong>System Supervisors<\/strong> and <strong>Report Writers<\/strong><\/p>    \n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">This guide will show you how to creating groups and sorts when using the Report Writer<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Sometimes, you might wish to subtotal based on groups of matters, and sort that subtotal descending. A good example might be a Top Clients report which totals up the bills raised or paid by client, and sorts descending so your top client is on page 1.<\/p>\n\n\n\n<p class=\"h2 wp-block-paragraph\"><strong>Grouping your report and adding a Total field<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To add a total field to a report, you must first decide whether this will be a grand total for the whole report, or a sub total for a fee earner\/work type\/client etc. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To add a group total, we first need to tell the report writer which field it is going to group by. The below shows a simple bills paid report:<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"362\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/image-101-1024x362.png\" alt=\"\" class=\"wp-image-46776\" srcset=\"https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-101-1024x362.png 1024w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-101-300x106.png 300w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-101-768x271.png 768w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-101.png 1242w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">When run, as it has no totals, the report looks like this: <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"844\" height=\"352\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/image-102.png\" alt=\"\" class=\"wp-image-46777\" srcset=\"https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-102.png 844w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-102-300x125.png 300w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-102-768x320.png 768w\" sizes=\"auto, (max-width: 844px) 100vw, 844px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">We can group the report by client, add subtotals, and order the report descending, so that the top billed client appears on the first page. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To group by Client No, click the Add a Group button at the bottom of the report writer, select Client No, and ensure that Header and Footer are both ticked. If you&#8217;re not using the header, you can resize it to save space:<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1900\" height=\"985\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/Add-Group.gif\" alt=\"\" class=\"wp-image-46778\" \/><figcaption class=\"wp-element-caption\"><strong>CLICK TO ENLARGE<\/strong><\/figcaption><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Now, in the footer, copy in the field you want to total, and when selected, click the &gt; button in the top right corner. Click the &#8230; button alongside Summary. <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1900\" height=\"985\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/summary.gif\" alt=\"\" class=\"wp-image-46779\" \/><figcaption class=\"wp-element-caption\"><strong>CLICK TO ENLARGE<\/strong><\/figcaption><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Now, select the type of summary you require, and select the Group radio button as this is a Group subtotal. In the example below, as we&#8217;re grouping by Client No, we&#8217;re totalling the Amount Paid for each client. Once we save this we will see that the field has changed from [Amount Paid] to SUM([Amount Paid]):<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1900\" height=\"985\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/summary-tot.gif\" alt=\"\" class=\"wp-image-46780\" \/><figcaption class=\"wp-element-caption\"><strong>CLICK TO ENLARGE<\/strong><\/figcaption><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">When run, the report now has subtotals of Amount Paid per client: <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"853\" height=\"494\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/image-103.png\" alt=\"\" class=\"wp-image-46781\" srcset=\"https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-103.png 853w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-103-300x174.png 300w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-103-768x445.png 768w\" sizes=\"auto, (max-width: 853px) 100vw, 853px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">If you wish, you can also add a Grand Total for the report. Repeat the steps above, but putting the totalling field into the Report Footer band, and selecting the Report radio button in the Summary section: <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1900\" height=\"985\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/Rep-sum.gif\" alt=\"\" class=\"wp-image-46783\" \/><figcaption class=\"wp-element-caption\"><strong>CLICK TO ENLARGE<\/strong><\/figcaption><\/figure>\n\n\n\n<p class=\"h2 wp-block-paragraph\"><strong>Sorting the Totals<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Now that you have totals on your report, you can order the group according to the group totals. In the example below, we will order the report so that the highest bill paying clients will appear on page 1 of the report. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Select the Group Header band for the group which contains the total you want to sort by, locate and click the little chevron &gt; button near the left hand edge. Select the &#8230; button on Group Sorting Summary, and click Enable. <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1900\" height=\"985\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/group-sort-summ.gif\" alt=\"\" class=\"wp-image-46785\" \/><figcaption class=\"wp-element-caption\"><strong>CLICK TO ENLARGE<\/strong><\/figcaption><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Now, in the Field box, select the field you want to use for the values to sort. In the Summary Function box, select the type of summary you want to use (this would be Count for a simple count of matters, or Sum to calculate the total of a monetary field for example). In the Sort Order box, choose Ascending or Descending. Click OK.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1900\" height=\"985\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/select-values.gif\" alt=\"\" class=\"wp-image-46786\" \/><figcaption class=\"wp-element-caption\"><strong>CLICK TO ENLARGE<\/strong><\/figcaption><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">The report will now total up the Amount Paid for each client, showing us the highest paying client at the start of the report: <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"522\" height=\"819\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/image-104.png\" alt=\"\" class=\"wp-image-46787\" srcset=\"https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-104.png 522w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-104-191x300.png 191w\" sizes=\"auto, (max-width: 522px) 100vw, 522px\" \/><\/figure>\n\n\n\n<p class=\"h2 wp-block-paragraph\"><strong>Displaying the Totals Only<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You can also choose to hide the detail line so that only the group totals for a report are shown. To do this, select the Detail band on your report, and from the Report Explorer in the bottom right hand corner, set Visible to No: <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"988\" height=\"686\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/image-106.png\" alt=\"\" class=\"wp-image-46789\" srcset=\"https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-106.png 988w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-106-300x208.png 300w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-106-768x533.png 768w\" sizes=\"auto, (max-width: 988px) 100vw, 988px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Only your totals will be displayed now, in descending order: <\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"810\" height=\"487\" src=\"https:\/\/support.ospreyapproach.com\/content\/uploads\/sites\/2\/2022\/06\/image-107.png\" alt=\"\" class=\"wp-image-46790\" style=\"width:810px;height:487px\" srcset=\"https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-107.png 810w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-107-300x180.png 300w, https:\/\/ospreyapproach2022.wireddemo.co.uk\/content\/uploads\/sites\/2\/2022\/06\/image-107-768x462.png 768w\" sizes=\"auto, (max-width: 810px) 100vw, 810px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>This guide will show you how to creating groups and sorts when using the Report Writer Sometimes, you might wish to subtotal based on groups of matters, and sort that subtotal descending. A good example might be a Top Clients report which totals up the bills raised or paid by client, and sorts descending so [&hellip;]<\/p>\n","protected":false},"author":24,"featured_media":0,"template":"","categories":[127],"tags":[],"class_list":["post-46775","pracctice_guide","type-pracctice_guide","status-publish","hentry","category-supervisor-report-writer"],"acf":{"display_as_dashboard_announcement":false,"announcement_title":"","announcement_type":"New feature","announcement_link_text":"Learn more","announcement_image":null},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Sorting and Totalling Groups - Osprey Approach Customer Support &amp; Training | Osprey Academy<\/title>\n<meta name=\"description\" content=\"Describes how to sort your custom report into the required order, how to subtotal, and how to display only totals if you wish.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ospreyapproach2022.wireddemo.co.uk\/support\/guides\/report-writer-sorting-and-totalling-groups\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Sorting and Totalling Groups - Osprey Approach Customer Support &amp; 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