Filtering, Sorting, Grouping

These three tools determine which entries in a view are visible and how they're arranged. All three apply only to the current view — other views of the same Grid remain unaffected.

Filtering

A filter determines which entries are visible. The interface phrases this as In this view, show entries ….

Creating a filter

1. Click Filter in the toolbar.
2. Choose Add filter.
3. Choose Field, Condition, and Value.

Example: Status equals Open.

Available conditions

Which conditions are available depends on the column type:

Condition	Available for
equals / does not equal	most types
contains / does not contain	text-like types
is less than / is greater than	Number, Decimal, Currency
is before / is after	Date, Date and time
contains any of / none of / all of	Multiple Select, multi-link
is / is not	User, Created by
is empty / is not empty	almost all types

The complete mapping is in Filter conditions.

Relative values

For date fields, you can choose a relative expression instead of a fixed date:

• today, tomorrow, yesterday
• X days ago, in X days
• exact date

For fields tied to people, logged-in user is available.

Behind this are ApptiveScript expressions: today is today(), 7 days ago is today().subtractDays(7). You never see this — the filter dialog writes it for you.

Personal views without duplicates

The combination Assignee is logged-in user creates a view that automatically shows each person their own entries. You don't need a separate view per team member.

Filter groups

Combine multiple conditions via Add filter group with and or or:

• and — All of the following conditions match
• or — One of the following conditions matches

Groups can be nested to express things like "A and (B or C)."

Up to three levels of nesting

ApptiveGrid allows a maximum of three levels and otherwise reports Filter conditions can only be nested 3 levels deep.

If you need more, a helper field is usually the better solution: create a field of type Formula or Checkmark that represents the complex condition, and filter on that.

Incomplete filters

As long as a condition is incomplete, ApptiveGrid reports All existing filters must be valid and doesn't apply the filter. Complete or remove the condition.

Saved and temporary filters

There are two kinds:

Kind	Behavior
Saved filter	Part of the view. Applies to everyone who sees this view — including shared links.
Temporary filter	Only for you and only for this session. The interface calls this Search and filter entries (temporary).

Try temporary first

If you're working in a view colleagues also use, use the temporary filter. A saved filter changes the view for everyone.

"Row filtered"

If you edit an entry so it no longer matches the filter, ApptiveGrid reports Row filtered and hides it. The entry isn't deleted — it just no longer meets the filter condition, and it still exists in an unfiltered view.

Sorting

Sorting determines the order of entries.

1. Click Sort.
2. Choose a field and a direction.
3. Add further fields if needed — they apply as tiebreakers.

Example: first by Priority descending, then by Due date ascending.

Grouping

Grouping bundles entries by the values of a field. Each group gets a header row and can be expanded and collapsed.

Fields of type Single Select, Checkmark, User, and Link record work especially well.

Aggregates

Per group, you can display a metric:

Aggregate	Meaning	Useful for
Sum	sum of all values	Number, Decimal, Currency
Average	mean value	Number, Decimal, Currency
Minimum	smallest value	numeric types, Date
Maximum	largest value	numeric types, Date
Filled	count of entries with a value	all types
Empty	count of entries without a value	all types
Checked	count of set checkmarks	Checkmark
Unchecked	count of unset checkmarks	Checkmark
None	no metric	–

You choose the aggregate directly in a group's footer row: clicking the value under a column opens the picker, with the active aggregate marked with a checkmark.

A separate aggregate per column

The setting applies per column, not to the whole group. In a view grouped by customer, you can therefore show the sum of amounts, the average of durations, and the count of filled-in notes fields all at the same time.

Analysis without a chart

Grouping with sum is the fastest route to a report: "Revenue by customer" is a grouping by customer with the sum of the amount field — no additional tool needed.

Sum row

Below numeric columns you can display a sum across all visible entries. It respects the active filter.

Available for Number, Decimal, and Currency.

How they interact

The three tools work in this order:

1. Filter decides which entries are included at all.
2. Grouping bundles the remaining entries.
3. Sorting orders within the groups.

Sums and aggregates always relate to the filtered set.

Next

• Search — the difference between search and filter
• Manage columns
• Filter conditions
• Sharing a view