Using Grouping on Your Lists

Grouping can be a great way to see clusters of information!

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Written by Aspire Software
Updated over a week ago

Table of Contents

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 carrot 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 carrot 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.

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