Filtering
What is Filtering?
Filtering allows you to narrow down the information you would like to see on a list. In this example, we’ll take a look at the Properties module.
The list is being filtered to show only properties that are both active and assigned to the Main branch. You can view the current filters being applied by looking at the top of the list, where the current filters are displayed in gray.
(To see your current filters displayed this way, go to your User Settings and check the highlighted permission on the right)
How to Filter a List
To filter a list, click the Filter button at the top of the screen or into one of the current filters.
This opens the Filter window, which shows the current filters being applied to the list.
Adding Filter Fields
To add a Filter, you can use the dropdown menu labeled Select One or you can begin typing in the field to find the option you’re looking for.
When you locate the option you’d like to choose, click on it to add it to the list.
In this example, the filter field of Account Owner Name is being applied to the list.
Narrowing Your Search
There are several options to narrow information using the filter. In this example, we are looking for properties with the Account Owner Name of Susan Kelly.
To do this, select the Filter Type of In and Value of Susan Kelly. This will filter the list to show all properties that have Susan Kelly as the assigned Account Owner.
🧠 It can be helpful to read the filter from left to right to understand what is being searched. In this scenario, the filter reads “Account Owner Name” “in” “Susan Kelly.”
Excluding Information
Filter fields can also be used to exclude information. In this example, we want to filter the list to show all properties that do not have Susan Kelly as the Account Owner. To do this, select the Not In filter type.
This will show all properties that have an assigned Account Owner other than Susan Kelly.
By reading from left to right, the filter reads “Account Owner Name” “not in” “Susan Kelly.”
Using Filter Types & Values
Certain filters allow you to set a numerical value and to specify how you would like to use that value to search.
In this example, we want to filter the list to show all properties with a Budget of over $5,000. To do this, select the Field Name of Budget. Under the Filter Type drop down, there are several options:
- If Equals is selected, the system will search for all properties that have a Budget that equals $5,000.
- If Greater than or EqualTo is selected, the system will search for all properties that have a Budget that equals or is greater than $5,000.
- To search for properties with a Budget between $5,000 and $10,000, the Between filter type can be selected to filter by the search range.
To apply the filters and view the results in the list, select Apply.
Conditions
Conditions may also be used to further specify your search criteria in Filters. Often they are used to create a relationship between different filters in your display window.
In this example, we want to filter the list to view active properties that have either Anthony Jones as the assigned Ops Manager or Jimmy John as the assigned Account Owner.
Instead of searching separately, the filters can be searched for at the same time by using a condition. By using the condition “1 AND (2 or 3),” the system will search for properties that fulfill the filter of active, and also fulfill either the 2nd or 3rd filter on the list.
Removing a Filter
To remove a filter from the list, click the trash can and hit Apply for your filter to update.
Displaying
What are Display Fields?
Display fields allow you to specify the information you would like to see displayed on a list.
In this example, we'll take a look at the Properties module. The current display fields are Property Name, Company Name, Primary Contact Name, and Primary Contact Mobile Phone.
Adding & Removing Display Fields
In this example, we’d like to see the additional field of Property Address displayed in this list.
To add additional display fields, drill into the Display button at the top of the screen.
This opens the Display window, which shows the current fields being displayed.
To add a Display field, you can use the dropdown menu labeled “Select One,” or you can begin typing in the field to find the option you’re looking for. When you locate the option you’d like to choose, click on it to add it to the list.
Once the additional fields have been added, click Apply to see the changes applied to the list.
To remove a display field, click the trash can icon next to the field you’d like to remove.
Changing The Display Name
The Display function also allows you to change the display name of the column. For example, if you would like the field “Primary Contact Mobile Phone” to read “Primary Mobile,” that change can be made in the “Display” column. After clicking “Apply,” the change will be reflected in the list.
Using Alignment
In the following example, the alignment of Primary Contact Name was changed to “Right,” which adjusted the information to populate on the right side of the column.
Using Format
The format of the display field can also be specified. The following specifics should be used when determining how the value should be displayed:
Currency – c
Percent – p
Numeric – n
Date – d
Full date/time – F
General date/time – g
The following table shows common examples of these formats:
Using the Sum Function
For columns that display numeric information, the system will allow you to display the total sum for the column.
In the following example from the Opportunities module, the display field of “Estimated $” has been set to display the total sum of the column.
Freezing a Display Column
If there is a display column that you would like to “freeze” while scrolling horizontally through the list, the “freeze” checkbox can be checked. This allows the frozen column to be continuously displayed while scrolling through additional columns across the screen.
Sorting
What is Sorting?
Sorting allows you to organize the information in a list either in descending or ascending order.
For example: A ➡️ Z (ascending) or Z ➡️ A (descending)
But this can also apply to numbers, dates, or other information!
How to Sort a List
In this example, we’ll take a look at the Properties module. Upon first opening the Properties module, the list is not being sorted in any particular order.
To sort a list, click the Sort button at the top of the screen.
This opens the Sorting window, which shows how the list is currently being sorted if at all. We can see in this example that the list is currently not being sorted in any particular order.
Adding a Sort Field
In this example, we’d like to sort the list by Property Name. To do this, you can use the dropdown menu labeled Select One, or you can begin typing in the field to find the option you’re looking for. When you locate the option you’d like to choose, click on it to add it to the list.
Once the field name has been selected, the Sort Direction needs to be determined.
You can choose to sort the list in either ascending or descending order.
- Ascending order will sort the column starting with the lowest value and end with the highest.
- Descending order will sort the column starting with the highest value and end with the lowest.
In columns with alphabetic values, such as Property Name, ascending will sort the list beginning with A and end with Z. Descending will sort the list beginning with Z and end with A.
In this example, we will sort the Properties list by Property Name in ascending order. Select “Apply” to see the changes reflected in the list.
Note that the Property Name column now has an arrow icon on it.
This indicates that the column is being sorted in ascending order. An inverted arrow (⬇️) indicates that the column is being sorted in descending order.
To quickly sort a column, you can click on the name of the display field.
Upon the first click, the column will sort in ascending order.
Clicking on the column header a second time will sort the column in descending order.
Clicking on the column header a third time will remove the sorting from the column.
Removing a Sort Field
To remove a sort field from a list, open the Sorting display box at the top. Click the trash can next to the field name you would like to remove a sort from.
Then, click Apply.
Aspire's Sorting Conventions
When information is sorted, it is important to understand how characters are evaluated by the system.
💡 The ASCII (American Standard Code for Information Interchange) guidelines are followed in the Aspire Software System. This means internationally accepted standards for character values are used when determining the sort order. This is an industry standard amongst most software companies.
How it Works
Below is a table that shows the highest sort rank (blank space) to the lowest sort rank (~ or delete). Consider this when building your items!
The table above means that when you create a sort from an Advanced Search inside of Aspire, blank spaces, hyphens (dashes), or other special symbols take priority in the sorting order over traditional letter characters.
For example, Black/Gray Wire Connector would show first in an item list because the slash ( / ) is higher ranked than the alpha character of G.
- Black/Gray Wire Connector
- BlackGray Wire Connector
Over all other characters, blank spaces will sort the highest over other special characters.
For example, 1 Gal Accent Plant would show before 1-Gal because a blank space is ranked higher than the hyphen (-).
- 1 Gal Accent Plant
- 1-Gal Accent Plant
🧠 Knowing the sorting priority and having consistent naming conventions for fields ensures your lists will appear the way you need them!
Grouping
What is Grouping?
Grouping allows you to organize a list into smaller collections of information. Below is an example of a property list grouped by the company assigned to the property.
Notice how the grouping of the Company field puts the properties together that have the same company. The count is also shown to the right of each unique grouping, such as BJC (3).
You have the option to view the current groupings being applied on the list by looking at the top of the list (highlighted below).
If you would like to to see your groupings displayed at the top of your lists go to your User Settings and check the permission on the right
How To Group a List
In this example, we’ll take a look at the Properties module. To group a list, click the Group button at the top of the screen.
This opens the Grouping window, which shows the current grouping being applied to the list, if any. We can see in this example that the list is not currently being grouped.
Adding a Grouping to a List
In this example, we’d like to group the list by Account Owner.
To do this, you can use the dropdown menu labeled Select One, or you can begin typing in the field to find the option you’re looking for. When you locate the option you’d like to choose, click on it to add it to the list.
Once the field name has been selected, the sort direction needs to be determined.
⬇️ Ascending will sort the grouping starting with the lowest value and ending with the highest.
⬆️ Descending will sort the grouping starting with highest value and ending with the lowest.
To see the changes reflected in the list, click Apply.
Viewing Your Groups in a List
The list is now broken down into smaller groupings based on the assigned Account Owner of the property. The number in parentheses to the right of the Account Owner Name indicates how many properties are included in that group.
By clicking the arrow next to an individual grouping, the information in the group will collapse so that only the group header will be shown. This allows a quick overview of all groupings in the list as well as how many property records are in that grouping.
The arrow at the top left of the list will collapse all groups in the list.
Adding Multiple Groupings
You can add more than one group field to a list. In this example, we want to view properties by Account Owner, as well as by State Name.
Whichever field name is selected first will be the primary grouping for the list.
In this example, we can see that Aspire Admin is the assigned Account Owner on three property records. Within that grouping, it is broken down by State Name.
Dragging and Dropping to Set Groups
Grouping can also be done by dragging the column headers to the top of the list. This can be done as long as your user settings are set up to have this capability.
Under User Settings, ensure that the two checkboxes are checked in the Customizations section for both Grouping and Filters if you would like to see both.
Then, click the Save in the upper right. Once the settings have been applied, you will see the text Drag here to set row groups at the top of all lists in Aspire.
In this example, we want to group the list by Operations Manager. To utilize this quick grouping method, click on the column header you’d like to group, drag, and drop it into the Groups Header.
The list is now being grouped by the assigned Operations Manager.
Removing a Grouping From a List
To remove the grouping, if your Group Header shows, click the x on the left side of the gray grouping header.
The other option is to click on Group icon at the top of the list.
Your Grouping display box will show the lines of groups applied to the list. On the field name's line, click the trash can icon (🗑️) to remove the grouping. Then, click Apply.
