Organize table records

Organize records and summarize column values in a table display.

Use table controls to arrange records and focus on the records you need.

Sort records to bring values into a useful order. Filter records with field-specific conditions. Group records with the same field value together.

You can use these controls wherever tables appear, including views, pages, and form views. They affect only the current table display. They do not change or delete records.

In Builder mode, you can also sort and group records from a column header directly.

Sort records

Sort records when you need a consistent order. Use the toolbar or, in Builder mode, the column header menu.

Use the toolbar

1

Open the sorting options

Open the table view. In the toolbar, click Sort.

2

Choose the sort order

Select the field to sort by.

Click Ascending or Descending.

The toolbar shows the field used for sorting. Its column header shows or .

Use the column header

1

Open the column menu

In Builder mode, click the header of the column you want to sort by.

2

Choose the sort order

Select Sort A → Z or Sort Z → A.

3

Clear sorting

Open the column menu and select Clear sort.

Color fields sort alphabetically by color name. Icon fields sort alphabetically by icon name.

Filter records

Filters limit records to those that match the conditions you set.

A filter has three parts:

• Where selects the field to check.
• Operator defines how Ninox compares that field.
• Value supplies the value to match when required.

The available operators and value control depend on the selected field type.

1

Open the filter options

In the table view toolbar, click Filter.

2

Choose a field

Under Where, select the field that contains the data you want to filter.

3

Set the operator and value

Under Operator, choose the comparison that fits the field.

Enter or select a value when the operator requires one.

4

Add or remove conditions

Select another field in Where to add a condition and narrow the records further.

After you add a condition, the number in parentheses shows how many conditions are active.

Click Remove filter to delete a condition.

A filter controls only which records appear in the current table display. Use permissions to control access to sensitive data.

Filter by what you want to match

Choose the field you want to filter. Then select an operator and enter the required value.

Match an exact value

Use is or is not when the field must equal a complete value.

• Text, Multi-line text, Email, Phone, URL, Location, Appointment, and Rich text: enter the complete value.
• Choice fields: select the choice or choices to match.
• Number: enter the exact number.
• Date: enter a date or select it from the calendar.
• Date and time: enter the complete date and time.
• Time and Duration: enter the value in hh:mm format, such as 10:00.
• Yes/No: select Yes or No.
• User: enter the exact user.
• Color: enter a color name, hex code, or RGB value.
• Icon: enter the icon name.

Match part of a value

Use contains or does not contain when any part of the value can match.

These operators are available for Text, Multi-line text, Email, Phone, URL, Location, Appointment, and Rich text.

Match values from a list

Use in list or not in list when any of several values can match.

These operators are available for Text, Multi-line text, Email, Phone, URL, Location, Appointment, and Choice fields.

For text-based fields, enter complete values separated by commas. Matching is case-sensitive.

Compare values or date ranges

Use greater than, greater than or equal, less than, or less than or equal to compare values.

These operators are available for Number, Date, Date and time, Time, and Duration.

Use in range for Date and Date and time. Select a predefined period such as Today or This week.

Find empty or filled fields

Use is empty to find records without a value. Use is not empty to find records with a value.

File, Signature, and Logic fields support only these operators.

Watch how to filter and sort records

Group records

Group records by a field to scan categories, statuses, or dates more easily. Use the toolbar or, in Builder mode, the column header menu.

Use the toolbar

1

Open the grouping options

Open the table view. In the toolbar, click Group.

2

Group the records

Choose the field to group by.

Ninox organizes the visible records into groups based on the field values. You can group by a field even when its column is hidden.

Click Ascending or Descending to set the group order.

The toolbar shows the field used for grouping.

3

Clear grouping

Click Clear grouping to remove grouping.

Use the column header

1

Open the column menu

In Builder mode, click the header of the column you want to group by.

2

Group the records

Select Group by this column.

Ninox organizes the visible records into groups based on the column values.

For Rich text fields, records group together only when content and formatting are identical.

Aggregate column values

Use aggregation to summarize values in a grouped table. Available calculations depend on the field type.

1

Open the column menu

In Builder mode, click the header of the column you want to summarize.

2

Choose an aggregation

Select Aggregation, then choose the calculation you need.

For example, use Sum for amounts, Average for ratings, or Count for records.

Without grouping, Ninox displays the result in the table footer. With grouping, it displays the result in each group header.

Choose the summary you want to display

Choose an aggregation based on the question you want the table to answer:

• Count counts the number of records in the column. Use it to see how many records each group contains.
• Sum adds numeric values. Use it for totals such as invoice amounts or hours worked.
• Average calculates the mean of numeric values. Use it to compare average amounts, scores, or durations.
• Median returns the middle numeric value. Use it when unusually high or low values would distort an average.
• Minimum returns the lowest number or earliest date and time. Use it to find the earliest deadline or smallest value.
• Maximum returns the highest number or latest date and time. Use it to find the latest deadline or largest value.
• First returns the first value in the current table.
• Last returns the last value in the current table.
• Concatenate combines values into one text string. Use it to show all names, statuses, or contact details in a group.
• Unique returns each distinct value in a list.

Watch how to group records and use aggregations