Purpose Statement
The Sort tab in Ad-Hoc Reporting allows users to control the order in which report data is displayed.
Sorting helps organize report results in a meaningful way, making it easier to review records, identify trends, prioritize information, and interpret report data accurately.
Background Information
The Sort tab is part of the Ad-Hoc Reporting workflow in the Reports module.
Sorting determines the order of report results when the report is generated. Data can be sorted alphabetically, numerically, or chronologically depending on the selected column type.
Common use cases include:
- Viewing the most recent incidents first
- Organizing personnel records alphabetically
- Identifying the longest response times
- Sorting incident types or categories by count
- Organizing records by station, shift, apparatus, or date
Sorting works with the Columns and Criteria tabs to help customize the final report output.
Required Permissions
Users may need the following permissions to configure sorting in Ad-Hoc Reports:
- Reports Module access
- Ad-Hoc Reports access
- Permission to create or edit Ad-Hoc Reports
- Access to the selected data source and report fields
Permission names may vary based on agency configuration. If sorting options or expected columns are not available, contact a system administrator to verify the user’s Reports permissions, Ad-Hoc Reporting permissions, and Data Set Permissions.
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Step-by-Step Guide
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Navigate to the Sort Tab
From Ad-Hoc Reporting, complete the required previous tabs.
For a Tabular Report, complete the Columns tab first.
Click Next at the bottom of the screen or select the Sort tab directly.
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Select Columns for Sorting
In the available columns list, check the box next to each column you want to use for sorting.
Click the plus icon (+) to move the selected columns into the Sort section.
You can add one or multiple columns.
Sorting is applied in the order the columns appear in the Sort list.
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Adjust Sort Priority
Use the hamburger icon next to a column to adjust the sort priority.
Click and drag the column up or down to change its position in the Sort list.
The column at the top of the list is applied first, followed by any additional sort columns below it.
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Choose Ascending or Descending Order
Click the Ascending/Descending icon next to each column to choose the sort direction.
Use Ascending to sort from:
- A to Z
- Smallest to largest number
- Earliest to latest date
Use Descending to sort from:
- Z to A
- Largest to smallest number
- Latest to earliest date
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Remove a Sort Column, If Needed
Click the trash can icon next to a column to remove it from the Sort list.
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Continue to Criteria
Once sorting is configured, click Next or navigate to the Criteria tab to continue refining the report.
Key Behaviors & Features
Sorting Is Applied in Order
Sort columns are applied from top to bottom in the Sort list. The first column is the primary sort, and additional columns act as secondary sorts.
Multiple Sort Columns Are Supported
Users can sort by more than one column when additional ordering is needed.
Sort Direction Can Be Customized
Each sort column can be set to Ascending or Descending.
Available Columns Depend on Report Configuration
For Tabular Reports, only columns selected in the Columns tab are available for sorting.
Sorting Does Not Change the Data
Sorting only changes the display order of report results. It does not change the underlying records, totals, or calculations.
Best Practices
- Place the most important sort column first.
- Use date-based descending sorts when reviewing recent activity.
- Use ascending alphabetical sorts for names, stations, departments, or categories.
- Use descending numeric sorts when identifying high values, such as longest response times or highest incident counts.
- Limit the number of sort columns to keep results easy to understand.
- Review column data types to ensure expected sorting behavior.
- Test the report output to confirm the sort order supports the report’s purpose.
- Use Criteria filters with sorting when you need to narrow results before ordering them.
Troubleshooting & FAQs
Why isn’t my report sorting as expected?
Check the order of columns in the Sort list. Sorting is applied from top to bottom, so the first column controls the primary sort order.
Can I sort by multiple columns?
Yes. Multiple columns can be added to the Sort section. The order of the columns determines the sorting priority.
Why don’t I see a column in the Sort tab?
For Tabular Reports, only columns selected in the Columns tab are available for sorting. Return to the Columns tab and add the needed column if it is missing.
Does sorting affect report totals or calculations?
No. Sorting only affects the display order of the report results. It does not change calculated values or report data.
Can I remove a column from sorting without removing it from the report?
Yes. Click the trash can icon in the Sort section to remove the column from sorting. This does not remove the column from the report itself.
What is the difference between Ascending and Descending?
Ascending sorts from A to Z, smallest to largest, or earliest to latest. Descending sorts from Z to A, largest to smallest, or latest to earliest.
Why are numbers or dates not sorting the way I expected?
Confirm that the selected column is using the correct data type. Text-based values may sort differently than numeric or date-based 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 order to display names alphabetically.
Response Time Review
Sort by Response Time in descending order to identify the longest response times.
Station Activity
Sort by Station in ascending order, then by Incident Date in descending order to group station activity and show recent records first.
Summary Reports
Sort by Total Incidents in descending order to highlight the most frequent incident categories.