How to Group a Schema View

This guide shows you how to show a Schema's Records as groups, for example tasks by status, by month, or by the project they are linked to, with a count and totals for each group.

Prerequisites

• To save a grouped view, you must be an admin of the Space. Anyone can group their own table without saving it.
• The Schema has a text, number, boolean, date, or duration property, or a relationship, to group by.

Group the Table

1. Open the Schema's Records.
2. Click the group button (the hierarchy icon) above the table, and select a property or relationship under Group by. A date property opens a submenu of periods: select Day, Week, Month, Quarter, or Year. A relationship groups the Records by the Records they are linked to through it.
3. Optional: to group each group again, click the group button and select a property under Then by. You can add keys until the table has four.
4. Optional: select which number and duration columns to total with the column button (Select fields). Each visible one shows its total (Σ) on every group row.

Result: The table has one row per group instead of one row per Record. Each row shows the group's key, how many Records it has, and the total (Σ) of each visible number and duration column.

To show Records again, click the group button and select Show records (no grouping).

Group a Record's Related Records

The tables of related Records on a Record's page can be grouped too: the tables of relationship fields in the Record's form, and the tables of its other relationships below the form.

1. Open the Record.
2. Find the table of related Records to group, in the form or below it.
3. Click the group button (the hierarchy icon) above that table, and select a property or relationship under Group by, as in Group the Table.

Result: The table shows one row per group of the Records linked to this Record, with each group's count and totals. Expanding a group shows only the Records linked to this Record. The table's filter applies to the groups, as on the Schema's Records.

• The relationship that links the Records to the Record you are viewing is not offered under Group by, since every Record in the table is linked to it.
• The grouping is not saved with the Record. Like the table's filter and sort, it is kept in the page's address, so it stays when you reload the page or share its link.
• The groups are not updated live: they are read again when you change the table's grouping, filter, sort, or page.

Work With the Groups

Each group is a row of the table, in the table's own columns: the group's key and Record count in the first column, its key value under the key's column when that column is shown, and the total of each summed column under that column.

• The Record count is the number of Records in the group that you can read and that match the table's filter.
• A total uses the number format of its property, so a currency property totals as currency.
• (none) is the group of Records where the property is not set, or, for a relationship, that are linked to no Record you can read.
• Grouped by a relationship, each group is one linked Record, shown by its name. A Record linked to several Records appears in the group of each, so the group counts can add up to more than the number of Records.
• Click the arrow at the start of a group row to show its Records under it, as rows of the same table. They are read with the table's columns, sort, and filter, plus the group's values. Click Show more to load more of a large group, and the arrow again to hide them.
• Select Records in expanded groups with their checkboxes. Hold Shift and click another Record's checkbox to select, or deselect, every Record shown between the two, across expanded groups. A Record shown in several groups is selected once.
• The table shows the groups in key order, a page at a time. Use the table's paging controls to page through the groups.
• To order the groups, sort the table by a group key's column, or by a summed column to order the groups by their total, for example the busiest status first. Groups with equal values stay in key order. Other sorts order only the Records inside each group.
• To order the groups of a relationship by a property of the linked Records, for example Opportunities grouped by Stage in the Stages' order, open the view editor and add a sort on the relationship's property, listed as the relationship and the property, such as Stage → Order. The groups of linked Records without a value, and (none), come last.

Save a Grouped View

1. Group the table.
2. In the view editor, click Save view.

Result: Opening the view shows the groups. In the column list, a group key shows as Grouped by. Removing the group key from the column list removes the grouping.

Limitations

• You can group by a text, number, boolean, date, or duration property, or by a relationship. Dates are grouped by day, week, month, quarter, or year, in your timezone. Weeks start on Monday.
• Groups by a relationship are not sorted by name, and their column does not sort the groups. Sort them by a property of the linked Records in the view editor instead, for example the property their name is shown from.
• You cannot sort the groups by their Record count or by aggregate columns over relationships. Summed columns do sort the groups, by their totals. A grouped view does not offer aggregate columns as sort options.
• Search is not applied to groups. The table's filter is.
• A table can have at most four group keys, and shows at most 100 groups per page.
• Aggregate columns over relationships are shown for a group's Records when you expand it, not on the group rows.
• The totals are computed when the page loads, like aggregate columns.

For how groups are computed and what a viewer can see, see The Record Query Shape.