Grouping, Filtering, and Summarizing Data

Organize activities by grouping one or more data items, including phase, department, responsible person, dates, total float, custom user field, and others. Grouping data enables you to focus on activities that have something in common.

You can further organize your layout by using sorting to arrange the order of activities. If you use both grouping and sorting to organize your layout, the items are grouped first and then sorted.

Grouping by hierarchy

Various hierarchies are available for viewing project data, including the EPS (Enterprise Project Structure), OBS (organizational breakdown structure), and WBS (work breakdown structure).

You can further organize a hierarchical view of data by grouping and sorting activities.

In addition, some fields available for grouping may also have a hierarchy (or number of levels) associated with them. For example, cost accounts may contain several levels of codes. You can specify the number of levels to display in the layout when you group by a hierarchical code.

Grouping activities by WBS path

You can organize multiple projects that use the same WBS structure by grouping their identical WBS levels. The WBS path lists activities grouped by WBS levels, without displaying the project level node. Group by WBS path in the Activities and WBS views. You can also filter or display the WBS Path as a column in your projects and reports.

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Further organize your layout by using sorting to arrange the order of activities. If you use both grouping and sorting to organize your layout, the items are grouped first, then sorted.

Sorting

Arrange how activities are ordered in a layout by specifying sorting criteria. Sort activities chronologically, alphabetically, numerically, or hierarchically depending on the data items you select. When you use both grouping and sorting to organize your layout, the data are grouped first and then sorted.

The following table describes how dates, numbers, and text are sorted.

Note

The option to sort Hierarchical only appears for fields that are hierarchical (for example, WBS or Responsible Manager).

Group activities by field

1)Choose Project, Activities, then choose View, Group and Sort By.

2)In the Group By section, click the cell, then select the item by which you want to group.

3)Click Sort, then select a sort order for the group. Click OK.

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4)To change a grouping band's attributes, such as the color and font, double-click the appropriate Font & Color field.

5)To group by additional items (up to 20 levels), repeat step 2.

Tip

To remove a field, select the field you want to remove, then click Delete.

Note

In the Activity Network, when you select a field grouping, the hierarchy on the left side of the window contains the WBS hierarchy so you can filter activities according to the hierarchy.

Group activities by hierarchy

When viewing hierarchical data, such as by EPS, you can further organize the layout by grouping and sorting.

1)Choose Project, Activities, then choose View, Group and Sort By.

2)Click a cell in the Group By section, then select the field by which you want to group.

3)If the field you are grouping by has a hierarchy (or levels) associated with it, choose whether to display all levels or up to a specific level in the layout in the To Level field.

Hierarchical fields include WBS, resources, roles, cost accounts, activity codes, resource codes, and project codes.

4)To change the grouping band’s appearance, double-click the Font & Color cell and select the text properties and color you want to use.

5)To group by additional fields (up to 20 levels or items), repeat steps 2 through 4.

Note

If both Indent and Sort Grouping Bands Alphabetically are checked, the grouping bands are sorted alphabetically within each parent.

In the Activity Network, when you select a hierarchy grouping, the left side of the window contains the WBS hierarchy so you can filter activities according to the WBS.

Group activities by WBS path

1)Choose Project, Activities, then choose View, Group and Sort By.

To view the WBS Path in the WBS view, choose Project, WBS. Then choose View, Group and Sort by, WBS Path.

2)In the Group By section, click the cell, then select WBS Path.

3)Click Sort, then select a sort order for the WBS path. Click OK.

4)To change the grouping band's attributes, such as the color and font, double-click the appropriate Font & Color field.

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Sort activities

You can specify one or more sorting criteria to control the order of activities in a layout.

1)Choose Project, Activities, then choose View, Group and Sort By.

2)Click Sort.

3)Click Add.

4)Click the Field Name column to select the field by which you want to sort.

5)Double-click the Sort Order column, then select a sort order: ascending (alphabetically from lowest to highest), descending (alphabetically from highest to lowest), or hierarchical (option only appears for fields that are hierarchical).

To sort by additional fields, repeat steps 3 through 5.

6)Click OK.

7)To preview your changes, click Apply.

Note

If you use both grouping and sorting to organize your layout, the items are grouped first and then sorted.

Format grouping bands

1)Choose View, Group and Sort By, or View, Group and Sort By, Customize.

2)Double-click the Font & Color cell you want to change. Click the Font box to change the text properties.

Click the Color box to change the grouping band color.

3)Mark the appropriate checkbox to determine the text that displays on the grouping band. To display the field name on the grouping band, mark the Show Title checkbox.

To display the ID or Code value on the grouping band, mark the Show ID/Code checkbox.

To display the Name or Description on the grouping band, mark the Show Name/Description checkbox.

Set Page Breaks by Group Band

You can set page breaks by group bands from the Projects, Resources, Activities (except for the Activity Network layout), and Resource Assignments windows.

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