Purpose Statement

The Sort tab in Ad-Hoc Reporting allows users to control the order in which report data is displayed. By applying sorting rules, users can organize report results in a meaningful way, making it easier to analyze trends, prioritize information, and interpret data accurately.

Background Information

The Sort tab is part of the Ad-Hoc Reporting workflow within the Reports module and is accessed after selecting report columns. Sorting determines how data is ordered when the report is generated, such as alphabetical order, numerical values, or chronological dates.

Common use cases include viewing the most recent incidents first, organizing personnel records alphabetically, or highlighting the longest response times. Sorting works in conjunction with the Columns and Criteria tabs to fully customize report output.

Prerequisites:

• Access to the Reports module

• An Ad-Hoc Report with selected columns

Required Permissions

To configure and use sorting options in Ad-Hoc Reporting, users must have:

• Permission to access the Reports module

• Permission to create or edit Ad-Hoc Reports

Video

Step-by-Step Guide

Step 1: Navigate to the Sort Tab

1. From Ad-Hoc Reporting, complete the Columns tab.

2. Click Next at the bottom of the screen, or select the Sort tab directly to continue.
   
   
   
   
    

Step 2: Select Columns for Sorting

1. In the available columns list, check the box next to each column you want to use for sorting.

2. Click the Plus (+) icon to move the selected columns into the Sort section.

3. You may add one or multiple columns.

   • Sorting will be applied in the order the columns appear in the Sort list.
     
     
     
      

Step 3: Adjust Sort Priority

1. Use the hamburger (drag) icon next to a column.

2. Click and drag the column up or down to change its priority in the sort order.
   
   
    

Step 4: Choose Ascending or Descending Order

1. Click the Ascending/Descending icon next to each column.

2. The icon direction updates to reflect your selection:

   • Ascending: Smallest to largest (A–Z, earliest to latest date, lowest to highest number)

   • Descending: Largest to smallest (Z–A, latest to earliest date, highest to lowest number)
     
     
     
     
      

Step 5: Remove a Sort Column (Optional)

1. Click the Trash Can icon next to a column to remove it from the Sort list.
   
   

Step 6: Continue to Criteria

1. Once sorting is configured, click Next or navigate to the Criteria tab to further refine your report.
   
   
   
   
    

Best Practices

• Place the most important sort column first to ensure primary ordering is applied correctly.

• Use date-based descending sorts when reviewing recent activity or incidents.

• Limit the number of sort columns to avoid overly complex or confusing results.

• Verify column data types (text, number, date) to ensure expected sorting behavior.

Troubleshooting & FAQs

Why isn’t my report sorting as expected?
Ensure columns are ordered correctly in the Sort list, as sorting is applied top to bottom.

Can I sort by multiple columns?
Yes. Multiple columns can be added, and the order determines sorting priority.

Why don’t I see a column in the Sort tab?
Only columns selected in the Columns tab are available for sorting.

Does sorting affect report totals or calculations?
No. Sorting only affects display order, not calculated values.

Use Case Examples

• Incident Reports: Sort by incident date in descending order to show the most recent incidents first.

• Personnel Records: Sort by personnel name in ascending alphabetical order for easy lookup.

• Response Times: Sort by response time in descending order to identify the longest responses.

• Summary Reports: Sort by total incidents per type to highlight the most frequent incident categories.