Overview:

This tutorial provides a brief overview of how Sort settings affect the display of database search results. You can set the order in which fields are sorted, the method in which they are sorted (ascending or descending), and the type of sort performed on selected fields (Exploded on a Multi-Entry field). This tutorial also provides an explanation of what keyed fields are and how to best use the functionality provided in the Sort dialog.

Changes to Sort options affect all subsequent searches because the last designated Sort settings are saved when a user exits Summation. Each user can set different settings for each database and save them for retrieval when needed.

Tutorial Steps

1. Open the database in either column or form view, and click that view to bring it into focus.
   
   
2. Click Sort Order on the toolbar.
   The Core Database Query dialog box is displayed, with the Sort Order tab topmost. The Field List shows the fields in the active database. The Sort By list displays the order of fields used to sort database summaries.
   
   
3. Click Clear to clear the Sort By list and to designate a completely new sort order. This Step is optional. If you do not clear the list, the next field that you add to the list becomes the primary sort field, and the existing fields move to secondary positions.
   
   
4. In the Field List, click the field that you want to use as the primary sort field and click >>.
   The field is listed in the Sort By list as the primary sort field, and is dimmed in the Fields list. A field cannot be selected for inclusion in the Sort Order multiple times. You can remove a field from the Sort By list by clicking <<.
   
   Note: The red check mark does not relate to the sort order. It indicates a keyed field.
   
   
5. Click the check box in the Z -> A column to change the sort order from ascending to descending to descending to ascending for each field as desired. This Step is optional. Columns are sorted from ascending to descending order by default.
   
   
6. Click the check box in the Exploded Sort column to use an Exploded Sort for multi-entry fields for each field as desired. This Step is optional. When a multi-entry field is sorted using the Exploded Sort method, a duplicate summary is displayed for each entry in the multi-entry field.
   
   The results of your next database search will be sorted according to the settings you saved. The Sort Order settings apply to the Retrieve All Summaries function in the database, which is used to bring all database summaries into the view sorted by the indicated Sort Order.
   

Saving Sort Orders

Once you have set up the Sort Order, you can save it for retrieval and use it at a later time. Sort Orders are saved as part of a format and are brought into view and sorted by the indicated Sort Order.

To save a Sort Order:

1. Set up your Sort Order as explained above.
   
   
2. On the Core Database Query dialog box, click Save.
   The Save Format dialog box is displayed.
   
   
3. Type a name for the Sort Order in the Enter Name for this Format box.
   
   
4. Under Save, select the options that you want to save as part of the format:
   
   Columnar Setup - Saves the current and visible columns, column sizing, and column placement (in order from left to right.
   
   Print Settings - Saves the settings configured in the Print Format dialog box, including grid lines, row spacing, font, bar code information, margins, headers, and footers.
   
   Query & Sort - Saves the current search query (in the Search box) and the Sort Order.
   
   Write Settings - Saves the current Export Setup settings.
   
   
5. Click OK.
   The Sort Order is saved. With the column or form view in focus, you can retrieve the format from the Options menu by selecting Retrieve Format and clicking the format on the resulting Retrieve Format Settings dialog box.

Keyed Fields

When a field is keyed, database searches involving that field are faster. When a query involving a keyed field is processed, the field's key is examined to determine if the record qualifies as a hit. Proper use of keys makes database searches more efficient.

Note: Do not key too many fields in your database, as this can slow the speed for adding new summaries to the database. Keying fields speeds up searches, but re-indexing is required for keyed fields and can slow data entry.

You should key fields containing unique data or a date field on which searches will be performed often. Type fields are not good candidates for this feature.

To key a field:

1. Open the database in column or form view, and click that view to bring it into focus.
   
   
2. Click Sort Order on the toolbar.
   The Core Database Query dialog box is displayed, with the Sort Order tab topmost. The Field List shows the fields in the active database. The Sort By list displays the order of fields used to sort database summaries.
   
   
3. In the Field List, click the check box under the Key field (indicated by a key icon) next to the field that you want to key.
   The Build Key dialog box is displayed, asking whether you want to build a key for the field.
   
   
4. Click OK.
   If the field is a text field, the Select Index Type dialog box is displayed, asking whether you want to make the key an ANID key. Click Yes to make it an ANID key or click No to make it a regular key.
   
   The key is built, and a red check mark is displayed next to the field.

To remove a key from a field:

1. Open the database in column or form view, and click that view to bring it into focus.
   
   
2. Click Sort Order on the toolbar.
   The Core Database Query dialog box is displayed, with the Sort Order tab topmost. The Field List shows the fields in the active database. The Sort By list displays the order of fields used to sort database summaries.
   
   
3. In the Field List, click the red check mark next to the field in the Key column.
   The Delete Key dialog box is displayed, asking whether you want to delete the key for the field.
   
   
4. Click OK.
   The key is removed.