Grouping by data fields makes these types of summary calculations possible. You can then perform additional calculations over the groups established, like sum the value of an вЂњAmount SoldвЂќ field for each unique grouping of values in an вЂњEmployee IDвЂќ field. When you create groups based on the value of a field, Crystal Reports will group together all of the exact same values found within the selected field. The word вЂњbyвЂќ is often an indication of by which field you will want to create the groups in your report. Oftentimes, when you state the purpose of the report you will notice that you wish to see the data вЂњbyвЂќ some field. For example, letвЂ™s assume that you were requested to create a report that shows employees sales with totals by employee. You can use the вЂњGroup ExpertвЂќ to create groupings within your report by which you can view subtotals and sort the report data. When you are ready to apply the sorting displayed in the вЂњRecord Sort ExpertвЂќ dialog box, click the вЂњOKвЂќ button to apply the selected sorting. If you wish to remove a field from the sort list, click on it to select it from the вЂњSort Fields:вЂќ list at the right side of the вЂњRecord Sort ExpertвЂќ dialog box, and then click the left-pointing arrow button to remove the selected field from the вЂњSort Fields:вЂќ list. You can click on a field listed in the вЂњSort Fields:вЂќ field list and then click the вЂњupвЂќ and вЂњdownвЂќ arrows to move the selected field up and down to reorganize the order in which the fields are sorted. Note that if you have multiple fields by which you are sorting the data, then the small black вЂњupвЂќ and вЂњdownвЂќ pointing arrows appear in the upper right corner of the вЂњRecord Sort ExpertвЂќ dialog box.

If you need to sort the data by more than one field, you can then repeat the process for the next field by which you want to sort the data in the вЂњAvailable Fields:вЂќ list. You can then click on the field displayed in the вЂњSort Fields:вЂќ list and choose to apply either an вЂњAscendingвЂќ or вЂњDescendingвЂќ sort order to the selected field by clicking on the desired option button in the вЂњSort Direction:вЂќ section. Fields do not necessarily need to be displayed in a report in order to sort by their values.Д¬lick on the first field by which you want to sort the data in the list of вЂњAvailable Fields:вЂќ and then click the right-pointing arrow button to move a copy of the field over to the вЂњSort Fields:вЂќ list. At the left side of this dialog box you will see the listing of вЂњAvailable Fields.вЂќ You can expand and collapse the listing of fields displayed in the report and fields that only exist in the underlying data tables. This will then launch the вЂњRecord Sort ExpertвЂќ dialog box. To sort the displayed data, you can either click the вЂњRecord Sort ExpertвЂќ button in the Experts toolbar, or you can choose вЂњReport| Record Sort ExpertвЂ¦вЂќ from the Menu Bar. When you sort a report, you can choose by which fields the data is sorted and in what order.

You can use the вЂњRecord Sort ExpertвЂќ to sort the report data.

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