... about showing the good, the bad and the ugly. Seriously, when you first create a report group and add a summary or subtotal, the groups will still appear on the report in the order of the field the group is based on. In other words, if you create a group based on a State database field and add a subtotal, the groups will still appear with Alabama first and Wyoming last, regardless of the subtotals for the states.

You may wish to show only the ten best states in total sales. Or, you may wish to show only the 15 worst states in total sales. In either case, you'd prefer that the report groups be sorted by a summary or subtotal field.

1. Open or create a report that contains at least one group. The group must also contain at least one subtotal or summary field.
2. Display the Top N/Sort Group Expert by using pull-down menu options or the correct toolbar button.
3. Alternatively, you may select the summary or subtotal field (such as a subtotal of Last Year's Sales) that you wish to use to sort groups.
4. Once the summary has been selected, use pull-down menu options or the correct toolbar button to sort records. Because a summary or subtotal field is selected, the Top N/Sort Group Expert will appear.
5. If you wish to see all groups from lowest to highest or highest to lowest, leave the For This Group Sort drop-down list set to All.
6. In the Based On drop-down list, choose the summary or subtotal field you wish to base group sorting on.
7. Click the Ascending radio button to see groups from lowest to highest, or the Descending radio button to see groups from highest to lowest.
8. If you wish to sort groups by more than one field, you may repeat steps 6 and 7 for additional summary or subtotal fields.
9. To limit the report to just the top or bottom N groups (perhaps you want to see the top 10 or bottom 15 states), choose Top N or Bottom N in the For This Group Sort drop-down list.
10. In the Based On Drop-down list, choose the summary or subtotal field you want to base the top or bottom N on.
11. In the Where N Is text box, type the number of top or bottom groups that you want to see.
12. If you want to include additional report records in one "catch all" group beyond top or bottom N, check the Include Others check box. Then, type the name of the catch all group in the With The Name text box.
13. Click OK to close the Top N/Sort Group Expert
14. Preview the report. Notice that the groups are no longer sorted by the name of the group, but by the value of the chosen subtotal or summary field. If you chose Top or Bottom N, only the desired number of groups will appear on the report.

email your favorite Crystal tip, trick or technique.

User Groups: Networking, Learning, Power
What are the benefits of a local user group? A place to network – to meet other users and customers – with people who do what you do, who have the same concerns, challenges and successes. An opportunity to learn – user groups invite trainers and consultants to present – from the vendor as well as from outside resources. Power – vendors listen (or they should) when an organized group speaks.

The Ablaze Group has supported many user groups over the years. Whether it was CDUGNA (Crystal Decisions User Group North America) international user conference and training days or local user group presentations, we’ve contributed to and participated in these important gatherings. The group doesn’t have to be purely Crystal, it can be a user group whose main tool relies on Crystal as the reporting piece. User groups are vital. Large or small, the value of networking, learning, and being heard is very important.

Networking – Meeting periodically with your technical peers keeps in you touch. At meetings you’ll hear about: job postings, consulting openings, problem solving, social activities, new publications and shareware. You’ll meet other IT professionals and exchange “war stories”. You may come away with a lead for a great new job/project or find someone for that open position in your organization.

Learning – User groups invite IT professionals to present. You enjoy an hour or so of technical training – at no cost! We’ve conducted many presentations (online or onsite) to user groups. It’s a win-win. Vendors get in front of an audience who will have a need for their products, training and consulting. You have access to first-rate learning experiences with experts, you’ll come away with ideas and new skills - you may even win something in the drawing/giveaway at the end of the meeting!

Power – There’s power in numbers. Who’s going to get the attention – one lone voice in the desert or an organized group making known their endorsements, demands and concerns? User groups very often enjoy “preferred rates” when it comes to training and other purchases. User groups have power, they have “say”. You, ultimately, have the power – you decide where to spend the time and money, and with which vendor.

Interested in forming a user group or revitalizing an existing one? Call Denise at 800 773 3472. Let's talk about bringing networking, learning and power to Crystal users in your area.

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