Transcription

Hi this is David at AppWorks. This video is going to go over subsummary parts. Subsummary parts are basically a way to group records, typically in a list view, so say you have a list of records and you want to sort them the normal way. You can sort by status, say, if I hit sort it just puts them in alphabetical order. If I click sort by priority it just sorts it by alphabetical order but it doesn’t really group them in a way that is easy to see, so subsummaries come in really handy when you want to group something.

The way that you make them by going into layout mode and you go insert part and instead of choosing a navigation or header you choose a subsummary part. Subsummaries only appear visible on the screen after you’ve sorted by a specific field. For example, if we want to have a subsummary part where we group our list view by status. We choose that field and you can set some other settings here – usually where the page breaks will occur, things like that, but for now we don’t have to worry about that. You can choose printed below or above.

The subsummary can usually have a name of the grouping, like we might put the name of the status in that subsummary part so that we can see that this section of records will be such-and-such status and the next section is a different status. In that case we might want to put it above our group of records, but in some cases you want to put the subsummary below the group of records. For example, if you want to summarize a total – if you have a summary field in your table you can total up the net of, say, money in that group of records and stick that in the substrate field.

For now we’re going to say print above, because we’re going to make a heading essentially by status. If you take the status field, now we’ve got this subsummary part here. If you double click on this, you can see it’s sorted by status. Let’s cancel that, because we’re going to take a field and stick it right there. Leave that status field right there. Let’s get rid of this heading and let’s make it actually a larger point size. Choose 18 point minimal, and let’s make it bold as well. Now when we sort this list of records by status, this subsummary part will show up.

If we go back into browse mode and we’re sorted by priority, we’ve got sorted alphabetically by priority. That’s not that useful. We sort it by status now we’re going to suddenly see these subsummary parts show up. We’ve got approved – these are the records that are approved, these are the records that are awaiting approval, these are the ones that are cancelled, these are the ones that are done. It’s a really nice and easy way to sort and group records.

You can actually have more than one subsummary part, so if we go and search another part, we choose subsummary again and this time we choose priority. Let’s take this and we’ll just duplicate it over on this other subsummary, which is sorted by priority and instead of status we want to put the priority field in- get rid of that label. Now when we go back into browse mode, notice we still have our sorted by status grouping subsummaries. If we just look by name that’s going to make these summary parts disappear – now we see no subsummaries. If we sort by priority, you’ll notice that we now have a new subsummary part that’s by priority – high priority, low priority and medium priority. Choose status again – it changes the sort order and changes the subsummary part that we are able to see. Now we’ve got two different groupings.

A cool additional feature of subsummaries is that you can actually have more than one subsummary showing at once. Say we wanted to see the status groupings, and then also the priority within the status. Go into layout mode and let’s just change priority to slightly indented and we’re going to change it to a gray color. Now if we go to browse mode and we sort by status, we see this. if we go however by status and by priority – first by status and then by priority, we’ll see that we have two subsummaries showing approved at low priority, we’ve got a waiting approval, some are high priority, one is low priority. Here we’ve got cancelled low priority and medium priority. You can see actually two separate subsummary parts grouped by as many subsummary parts, and sort orders as you’d like, so that’s a pretty simple way to make a nice report.

You can actually have the same layout be repurposed for different reports just based on the way that you sort it and which summary parts you include.

One last part that you’ll want to know about for subsummaries is how to actually summarize data in one of these parts. We would go to manage database which is here, and we’ll look at the fields and let’s see if there’s actually a sum of the total estimated hours. This is a summary field so there’s a field called estimated hours and it’s just a number field. We can have a summary field that refers to that, and summarizes the data in the estimated hours field if we place that field on here.

First swap out this field – let’s put the estimated hours field on here. There’s estimated hours – we’ll put that up there and we’ll make that text white so we can see it. Now let’s put a summary part in here. In this case we’re going to add a new part – another subsummary, and this time it’s going to be summarized by status again, so instead of making this subsummary part show above we’re going to make it print below.

Now you can see that we’ve got the status subsummary part up here, and another status subsummary part down here. Our groupings will have two subsummary parts – one by status and one underneath in which we’re going to put the summarized total number of hours. If we copy this over and we choose the summary, so only summary fields work this way, if you put a summary field in a subsummary part it will summarize the data in that group above it or below it.

Now when we go back to browse mode and we sort by status you’ll notice that we’ve got some hours here – this one has four hours, and this one is going to be three hours estimated. Now you see the summary is seven hours here. We have say one hour, two hours, three hours, and so on and so forth, and now the summarized data is in that some report. You can use this for dollar amounts if you want to summarize the total for a group of purchases, say, or invoices. It’s pretty straightforward.

You can actually add one more part if you want – in the footer, you can actually add this summary field and summarize all of the records, so here at the bottom you can actually see that this summary is a total of 50.5 hours for all of these records that are showing. Each subsummary part only summarizes the records within a subsummary, so it’s basically a super handy way to make real quick reports that can be very flexible. You can make one layout function for multiple different kinds of reports. I use it all the time and I’m sure you will, too! Thanks for watching, subscribe to our channel, and we’ll see you later!