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Sorting using custom values

From: FileMaker Pro 11 Essential Training

Video: Sorting using custom values

Many times when you're looking at records in a List View, you want to Sort them so that you can see them in a certain order. And as we looked at in previous movies, you can see that by adding either a single criteria or multiple criteria to your sorts, much like you see here, then you can Reorder them even at different levels of reordering. And what you'll notice is that, in any case, that depending on which fields you choose, you can either do them as ascending or descending, and all of these have different behaviors depending on the field type. For example, of it's a number field, we'll start at 1 or 0, and go all the way up to whatever the last number is.

Sorting using custom values

Many times when you're looking at records in a List View, you want to Sort them so that you can see them in a certain order. And as we looked at in previous movies, you can see that by adding either a single criteria or multiple criteria to your sorts, much like you see here, then you can Reorder them even at different levels of reordering. And what you'll notice is that, in any case, that depending on which fields you choose, you can either do them as ascending or descending, and all of these have different behaviors depending on the field type. For example, of it's a number field, we'll start at 1 or 0, and go all the way up to whatever the last number is.

If it's alphabetical, it starts a-z. If we go in descending, it goes that goes z-a, and that I type of thing. However, that standard type of sorting might not always work in all cases. So let's say, for example, we cancel out of this window. You see that we've got the Status field, so we've got a few different Statuses in here and if we click in to it and hit Command+I on Mac or Ctrl+I on Windows, we can see the field Index. This gives us a non- duplicated list of all the values here. So we've got Active, Inactive and Pending. So if we Sort this alphabetically, it'll go in this order: Active, Inactive and Pending.

But what if your organization would like to look at your data in the order of their Statuses are given, like Active, Pending and then Inactive. To address this, FileMaker does allow you to Sort by custom values. If we take a look at the Sort dialog, you'll notice that when we choose a value, in this case we choose Status and move it over to our Sort Order field, selecting it of course we can choose Ascending or Descending, but there's this third option here called, Custom Order based on value list. Now we'll be covering the concept of Value Lists in a later chapter.

If you not familiar with them, what a Value List is is something that you can define inside your FileMaker Database, that's exactly what it sounds like. It's just a list of values and has various different uses. So if we're to set up a list of values in the order we want them, for example Active, Pending and Inactive, we could then use them in our Sort Order, but first we have to create this list of values. If we going to our File menu and choose Manage Value Lists, this is where you create, manage all your value lists, but we get into this more in the Value Lists chapter. But for now we just going to create a simple list by hitting the New button and naming this Status, and then in the window below we can create a return delimited lists in the Order that we want to Sort them: Active, Pending, Inactive.

Now we hit OK and OK again, and now when we go into Sort, we'll still choose Status as the field that we want to Sort on, but this time we choose Custom Order Based on the Value List, and now we'll choose the value list we just created. And if we want to make modifications while we are still in the Sort window, we can invoke the Manage Value this window here, as well. But now we'll hit Sort, and we can see we've got Active, Pending and Inactive.

What we learn here is that you're not just constrained to using your Ascending or Descending Sort order values when Sorting records, but instead you can create a Custom List of values and then Sort based on the order of those values in that list.

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This video is part of

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FileMaker Pro 11 Essential Training

94 video lessons · 14874 viewers

Cris Ippolite
Author

 
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  1. 7m 22s
    1. Welcome
      1m 8s
    2. Understanding the FileMaker family
      2m 15s
    3. Using the FileMaker Quick Start screen
      2m 52s
    4. Using the exercise files
      1m 7s
  2. 21m 9s
    1. What is a database?
      2m 26s
    2. Flat vs. relational databases
      2m 29s
    3. How FileMaker works
      4m 48s
    4. Understanding the essential preferences
      3m 13s
    5. Touring the interface
      8m 13s
  3. 11m 44s
    1. Creating databases from templates
      2m 29s
    2. Creating new databases in the spreadsheet-like format
      5m 35s
    3. Importing tables
      3m 40s
  4. 9m 9s
    1. Determining which tables you will need
      5m 10s
    2. Creating tables in the Managing Tables window
      3m 59s
  5. 34m 47s
    1. Understanding relationship types
      6m 58s
    2. Diagramming relationships (with ER diagrams)
      8m 50s
    3. Determining which key fields you need
      5m 18s
    4. Defining primary and foreign keys
      7m 56s
    5. Creating relationships using the relationships graph and table occurrences
      5m 45s
  6. 50m 34s
    1. Deciding what fields you will need
      5m 34s
    2. Understanding field types
      7m 54s
    3. Defining fields
      9m 56s
    4. Using Auto Enter options in fields
      9m 33s
    5. Reviewing field validation options
      8m 16s
    6. Building with container fields
      9m 21s
  7. 14m 8s
    1. Creating and duplicating records
      5m 40s
    2. Editing and locking records
      4m 42s
    3. Deleting records and backing up files
      3m 46s
  8. 21m 6s
    1. Importing data
      9m 57s
    2. Importing records to refresh data
      7m 2s
    3. Exporting data
      4m 7s
  9. 18m 30s
    1. Understanding layouts
      4m 15s
    2. Using the Layout Assistant to create List views
      7m 59s
    3. Using the Layout Assistant to create labels and envelopes
      6m 16s
  10. 27m 11s
    1. Using the Layout Setup dialog box
      4m 54s
    2. Understanding layout parts
      4m 40s
    3. Understanding the new Inspector
      2m 26s
    4. Exploring the Status Area in Layout mode
      6m 46s
    5. Managing layouts and layout folders
      8m 25s
  11. 41m 9s
    1. Arranging, aligning, grouping, and locking layout objects
      11m 5s
    2. Placing and formatting objects, parts, and graphics
      4m 10s
    3. Formatting fields and applying field attributes
      8m 26s
    4. Setting field behaviors
      4m 4s
    5. Using the Tab Control feature
      9m 8s
    6. Setting tab order
      4m 16s
  12. 36m 48s
    1. Using the basic find functions
      7m 31s
    2. Reviewing new requests in the Find mode
      5m 54s
    3. Establishing search operators
      6m 43s
    4. Constraining or extending found sets
      3m 24s
    5. Finding records using date, time, or timestamp criteria
      5m 18s
    6. Using Fast Match and Quick Find
      4m 41s
    7. Working with saved finds
      3m 17s
  13. 17m 28s
    1. Sorting with one criterion
      6m 4s
    2. Sorting with related fields
      2m 18s
    3. Sorting with multiple criteria
      1m 36s
    4. Sorting using custom values
      3m 14s
    5. Sorting using buttons
      4m 16s
  14. 17m 14s
    1. Reviewing Field/Control styles
      5m 43s
    2. Creating and applying static value lists
      5m 20s
    3. Creating and applying dynamic value lists
      6m 11s
  15. 23m 52s
    1. Previewing pages and print options
      6m 20s
    2. Printing in different views
      2m 54s
    3. Sliding objects
      3m 26s
    4. Printing merge letters
      4m 53s
    5. Saving as a PDF or Excel file
      6m 19s
  16. 15m 1s
    1. Building simple reports with summary fields
      4m 36s
    2. Creating subsummary reports
      6m 51s
    3. Creating subsummary reports in Table view
      3m 34s
  17. 52m 19s
    1. Defining calculations
      2m 31s
    2. Exploring the Calculation dialog box
      5m 8s
    3. Using number functions
      12m 41s
    4. Using date and time functions
      4m 58s
    5. Using text functions
      11m 43s
    6. Using get functions
      4m 0s
    7. Using logic functions
      11m 18s
  18. 46m 56s
    1. Understanding scripts and script steps
      2m 23s
    2. Assigning script steps to buttons
      3m 54s
    3. Understanding the ScriptMaker dialog box
      8m 28s
    4. Creating multi-line scripts
      6m 44s
    5. Adding find criteria to a script
      4m 58s
    6. Understanding the If script step
      8m 36s
    7. Using script parameters
      4m 42s
    8. Reviewing the Send Mail option
      7m 11s
  19. 28m 0s
    1. Understanding script triggers
      2m 41s
    2. Using object-based triggers
      11m 58s
    3. Using layout-based triggers
      7m 51s
    4. Using file-based triggers (Open and Close scripts)
      5m 30s
  20. 56m 42s
    1. Using related fields
      7m 18s
    2. Creating portals and using portal filtering
      10m 38s
    3. Using related fields in calculations
      7m 6s
    4. Understanding multi-predicate relationships
      11m 11s
    5. Using the Go to Related Record script step
      7m 26s
    6. Creating a chart
      13m 3s
  21. 30s
    1. Goodbye
      30s

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