Creating dynamic reports in Table View
You can use
Table View in
Browse mode to group your data by a field, display subtotals for a field, create subtotals for each group of data, or display a grand total for a group of data.
Note You can view the quick report only in Table View. The changes you make have no impact on the current layout.
To group data by a field:
1. In Browse mode, right-click the column heading for the field that you want to use for grouping the data, then choose Add Leading Group by <field name> or Add Trailing Group by <field name>.
For example, if you want to display the sales data by City and add a summary row at the end of the records for each city, choose Add Trailing Group by City. If you want to add the summary row before the records for each city, choose Add Leading Group by City.
Adding a leading/trailing group automatically sorts the records by the field that you used for grouping the data. For example, the cities will be listed in alphabetical order.
2. To display the name of each group in the summary row, right-click the left margin of the summary row, then choose Add Group Field (<field name>).
Tip You can add leading/trailing groups for multiple fields to display different categories for each group of records.
To remove a group:
•In Browse mode, right-click the column heading for the field that you used for grouping the data, then choose Remove Leading Group by <field name> or Remove Trailing Group by <field name>.
To display subtotals:
1. In Browse mode, right-click the column heading of the field that you want to display subtotals for.
2. Choose Leading Subtotals or Trailing Subtotals, then choose options from the shortcut menu.
Select | To |
Total | Calculate the total of values in the field. |
Running Total | Show the cumulative total for the current and all previous sorted groups. |
Average | Calculate the average of values in the field. |
Count | Count the number of records that contain a value for the field. For example, if a field contains 100 values (one value for each record), the result of the count is 100. |
Running Count | Show the cumulative count of the current and all previous sorted groups. |
Minimum | Show the lowest number, or earliest date, time, or timestamp for a field. |
Maximum | Show the highest number, or latest date, time, or timestamp for a field. |
Standard Deviation | Find how widely the values in a field differ from each other. This option calculates the standard deviation from the mean of the values in a field. |
Standard Deviation By Population | Calculate population standard deviation. |
Fraction of Total | Calculate the ratio of the value in the field to the total of all the values in that field. For example, find what fraction of total sales can be attributed to each salesperson. |
A new row in the beginning of the table (for leading) or at the end of the table (for trailing) displays the subtotal for the field.
If you have also added leading or trailing groups to the table, the group summary rows also display the subtotal for each group for the specified field. You have to choose a leading subtotal to display subtotals for leading groups and a trailing subtotal to display subtotals for trailing groups.
To remove subtotals from Table View:
1. In Browse mode, right-click the column heading of the field that displays subtotals and choose Leading Subtotals or Trailing Subtotals.
2. Deselect any options that you want to remove from the Leading Subtotals or Trailing Subtotals shortcut menu.
Note Removing subtotals from Table View does not remove the subtotal summary fields from the database. To remove the summary fields from the database, choose File menu > Manage > Database, click Fields, then choose the summary fields to remove and click Delete.
To display grand totals:
1. Group and subtotal data as described earlier in this topic.
2. In Browse mode, right-click the column heading of the field containing subtotals.
3. Choose Add Leading Grand Summary or Add Trailing Grand Summary.
A new row in the beginning of the table (for leading) or at the end of the table (for trailing) displays the grand total for the field.
To remove grand totals from Table View:
•In Browse mode, right-click the column heading of the field that displays grand totals and choose Remove Leading Grand Summary by <field name> or Remove Trailing Grand Summary by <field name>.
Notes
•To change the color of the row that displays the summary, subtotal, or the grand total, right-click the left or right margin of the row, then choose a color from the
Part Color shortcut menu.
•Creating subtotals in Table View creates a summary field for each subtotal.