How do I sort and group my reports?

You can Sort and Group Reports in Folio. Folio supports Sorting and Grouping on all field types except the following: 

• Long Text
• Actions
• Signature
• Email
• Address
• Attachments

How do I Sort & Group my report

1. Click on the field search under Sort & Group

2. Search for the field you are looking to sort or group by

3. Click on it from the search results to add it to the sort and group list

You can sort a report by one or more fields. If you are sorting the report by multiple fields, add them in the required sort sequence or use the drag handles to re-order. 

The Sort order of each field in the sort sequence can be  A - Z (⬆️) or Z - A (⬇️). You can change the sort order by clicking on the arrow.

Group in Folio enables you to organise your report by creating groups based on your sort fields. The Groups will always follow the sequence of the sort i.e. the first group will be the first sort field and the second group will be the second sort field and so on. 

To create a Group, click on the Group ?  to group on that field. 

Note: Grouping fields will change their order, a Group 1 field will be moved to the Report sub-heading, Group 2 will default to the first column of the report and so on.  Only sorting by a field in a report, however,  will not change the order of the fields on the Report. 

Here is an example of a field Incident Location that is the first sort field and Group 1. Because the field is a Group 1, it has been moved to the Report sub-heading. 

Incident Location: East Office

Key	Title	Person Responsible	Incident Severity
INC-5	Incident 5	Kate	Low

Incident Location: North Office

Key	Title	Person Responsible	Incident Severity
INC-1	Incident 1	Kate	Low
INC-3	Incident 3	John	High
INC-4	Incident 4	Ralph	Low
INC-6	Incident 6	John	Medium

Incident Location: South Office

Key	Title	Person Responsible	Incident Severity
INC-2	Incident 2	John	Low

Incident Location: West Office

Key	Title	Person Responsible	Incident Severity
INC-7	Incident 7	Jane	Medium

This Report is also sorted by Incident Severity which is second in the sort sequence and Group 2. So Incident Severity becomes the first column in the report now. 

Incident Location: North Office

Incident Severity	Key	Title	Person Responsible
High	INC-3	Incident 3	John
Low	INC-1	Incident 1	Kate
	INC-5	Incident 5	Ralph
	INC-8	Incident 8
	INC-9	Incident 9
	INC-10	Incident 10
Medium	INC-6	Incident 6	John

 

Sorting & Grouping by fields on a table

Folio supports Sort & Group by fields that are on a table on a record. On the example below we are looking at a Risk Record with a table of controls. 

Sort & Group by fields on a table across records

The sample report below is based on the record above, where there are many risk records and those risk records have a table of controls

Key	Risk Title	Likelihood	Risk Control Name	Risk Control Effectiveness
RISK-1	Retention of People	Low	Control 1	Good
			Control 2	Good
			Control 4	Poor
RISK-2	Safety Policies, Procedures & Staff Awareness Risk	Moderate	Control 2	Poor
			Control 3	Moderate
			Control 4	Excellent
			Control 5	Good
RISK-3	Loss of Knowledge	High	Control 1	Excellent
			Control 5	Good
			Control 7

I want to be able to Sort and Group this data by the Risk Control Name and then Risk Control Effectiveness across the records, so that I can see if a control has been used across multiple risks and if so how has its effectiveness been rated.

Based on this the report will appear as follows: 

Risk Control Name: Control 1

Risk Control Effectiveness	Key	Risk Title	Risk Rating
Excellent	RISK-3	Loss of Knowledge	High
Good	RISK-1	Retention of People	Low

Risk Control Name: Control 2

Risk Control Effectiveness	Key	Risk Title	Risk Rating
Good	RISK-1	Retention of People	Low
Poor	RISK-2	Safety Policies, Procedures & Staff Awareness Risk	Moderate

Risk Control Name: Control 3

Risk Control Effectiveness	Key	Risk Title	Risk Rating
Excellent	RISK-2	Safety Policies, Procedures & Staff Awareness Risk	Moderate

Risk Control Name: Control 4

Risk Control Effectiveness	Key	Risk Title	Risk Rating
Good	RISK-1	Retention of People	Low
Poor	RISK-2	Safety Policies, Procedures & Staff Awareness Risk	Moderate

Risk Control Name: Control 5

Risk Control Effectiveness	Key	Risk Title	Risk Rating
Good	RISK-2	Safety Policies, Procedures & Staff Awareness Risk	Moderate
	RISK-3	Loss of Knowledge	High

Risk Control Name: Control 7

Risk Control Effectiveness	Key	Risk Title	Risk Rating
	RISK-3	Loss of Knowledge	High

Sorting & Grouping by fields on a table within a Folio record. 

Folio also allows you to sort each table on a record individually, so in the example below I have the risks and controls again but now I'm wanting to sort each risk by the control effectiveness column. 

Key	Risk Title	Likelihood	Risk Control Name	Risk Control Effectiveness
RISK-1	Retention of People	Low	Control 1	Good
			Control 2	Good
			Control 3	Poor
			Control 4	Excellent
			Control 5	Bad
RISK-2	Safety Policies, Procedures & Staff Awareness Risk	Moderate	Control 2	Poor
			Control 4	Excellent
			Control 5	Good
RISK-3	Loss of Knowledge	High	Control 1	Excellent
			Control 5	Good
			Control 6	Excellent
			Control 7	Bad

So in the report I will first have to group on all non table fields, and then sort on the Risk Control Effectiveness

Based on this the report will appear as follows:

Key	Risk Title	Likelihood	Risk Control Name	Risk Control Effectiveness
RISK-1	Retention of People	Low	Control 5	Bad
			Control 4	Excellent
			Control 1	Good
			Control 2	Good
			Control 3	Poor
RISK-2	Safety Policies, Procedures & Staff Awareness Risk	Moderate	Control 4	Excellent
			Control 5	Good
			Control 2	Poor
RISK-3	Loss of Knowledge	High	Control 7	Bad
			Control 1	Excellent
			Control 6	Excellent
			Control 5	Good

Note: If you have more than one table on a Folio record, you can only sort and group within one table at any time on that record in a report.