Version 2021

Grouping records in a document

Steps to group records

Grouping records helps people who read the document understand the data better. Grouping the datasets up a type of hierarchy within the document, and an inherent or implied sort order for the data in the document. The data is sorted first by the first field in the Grouping panel, then by the next field, and so on. To reorder the grouping, you can move the fields in the Grouping panel.

If your document is not grouped, your data might appear unorganized and be unwieldy and confusing. You could still sort it, but grouping records helps users who read the document understand the data better.

You can specify how data in a document is grouped in several ways:

  • When creating a document using the Document Wizard, you can select the items by which to group. This is done on the wizard's Select how the document is grouped page.

  • When editing a document, you can drag items from the Datasets pane and drop them onto the Grouping panel in the Document Editor.

You can group on attributes, consolidations, and custom groups, but you cannot use metrics as grouping items. For an example of grouping in a document, see the Document Creation Help.

Grouping and PDF bookmarks

By default, each element of each grouping field becomes a bookmark in the PDF. The bookmarks allow you to navigate through a PDF by creating a table of contents for the file. You can specify that bookmarks are not generated, if you desire. You can also choose to create them but without displaying them.

Grouping and multi-layout documents

You group each layout of a multi-layout document independently of other layouts. By default, a user's grouping selections apply only to the current layout. Using MicroStrategy Web, you can specify that the grouping selection is retained when a user switches layouts in MicroStrategy Web, if the new layout contains the same grouping field as the original layout. For instructions to retain the grouping selection, see the Document Creation Help.

Grouping and page-by

By default, page-by is enabled for all the grouping fields in the document. Page-by is the ability to select grouping elements for display in PDF and HTML View. For more information, see Using page-by on a document.

Grouping and tables of contents

Each element of each grouping field is listed, if you choose to include a table of contents in the PDF. For instructions, see Including interactive tables of contents in PDFs.

To group records

  1. Open the document in the Document Editor. (How?)

  2. If the document contains multiple layouts, click the tab of the layout to group.

  3. If the Grouping panel is not displayed, select Grouping from the View menu. The Grouping panel, labeled Drop Grouping Fields Here, opens above the Layout area.

  4. In the Datasets pane, select the object or objects by which to group. Drag and drop them into the Grouping panel.

The order of the document's grouping is determined by the order of grouping fields from left to right in the Grouping panel. That is, the document is grouped first by the leftmost object, then by the object to the right, and so on. To change the order, rearrange the grouping fields.

Related Topics