Grouping Data



  1. Begin by opening the Meetings report.


    Click the Open button.

    Step 1
  2. Click the Meetings list item.

    Step 2
  3. Click the Open button.

    Step 3
  4. Before grouping the data, view how the report looks.


    Click the Refresh button.

    Step 4
  5. Currently, the report data is arranged by the subject name. Within each subject, there are multiple catalog numbers. You need to group the data by catalog number to view the associated subjects.

    Step 5
  6. You use the Insert Group dialog box to group data in a report. You can use the Insert menu or the Insert Group button on the toolbar to display this dialog box. For this example, you will use the Insert menu.


    Click the Insert menu.

    Step 6
  7. Click the Group... menu.

    Step 7
  8. You use the Insert Group dialog box to group data together. The first drop-down box enables you to select the report field to be grouped. Valid values are based on the table accessed in the query used for the report.

    Step 8
  9. For this example, you want to group the list by CATALOG_NBR.


    Click the records will be sorted and grouped by list.

    Step 9
  10. Click the MEETINGS_FALL_2002CATALOG_NBR list item.

    Step 10
  11. Use the second drop-down box to select a direction to order the groups. The direction can be ascending, descending, original, or specified.


    Click the records will be sorted and grouped by list.

    Step 11
  12. You can select one of the following orders for sorting:

    • Ascending order groups data either from A to Z or lowest to highest.

    • Descending order groups data either from Z to A or highest to lowest.

    • Specified order enables you to define an order for the fields. A second tab appears when you select specified.

    • Original order maintains the order of the fields from PeopleSoft Query.


    For this example, retain the default order.


    Click the in ascending order list item.

    Step 12
  13. Click the Options tab.

    Step 13
  14. You select the Customize Group Name Field option to modify the name assigned to the grouping of fields on the report. If you use the default, the name assigned will be the field name from PeopleSoft Query. In this example, you will use the default name.

    Step 14
  15. Select the Keep Group Together check box to keep groups together on the same page of the printed report. This feature prevents grouped data from splitting across page breaks. In this example, you will not use this feature.

    Step 15
  16. Select the Repeat Group Header On Each Page check box to have Crystal Reports print a new group header at the top of each page of the report. This feature is useful when grouped data appears on multiple pages. If this feature is turned off, a group header appears only at the top of the first page.


    In this example, you will not use this feature.

    Step 16
  17. Click the OK button.

    Step 17
  18. Groups have been added to the report. Notice there is a group for each catalog number.

    Step 18
  19. Notice that there is a list of catalog numbers in the Group Tree View section of the page. You can click a catalog number to quickly navigate to that group item.


    In this exercise, you want to view Subject details for Catalog Number 101.


    Double-click the 101 list item.

    Step 19
  20. Review the Subject details for those courses related to Catalog Number 101.

    Step 20

You have successfully grouped data in a Crystal report.

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