Guide to grouped records
  • 06 Jul 2022
  • 2 Minutes to read
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Guide to grouped records

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Airtable's grouped records feature allows you to show your records grouped together based on one (or more) fields of your choosing. You can also use grouped records to generate reports—see this support article for more information. If you are on a mobile device please see this support article instead.

Getting started with grouped records

To group your records, open up a grid view and click on the "Group" button located between the filter and sort buttons

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Select the field by which you'd like to group your records from the dropdown menu. Note that you cannot group by an attachment field.

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Once you've selected the field you want to group by, groups will automatically be created based on the unique values in that field. New groups will similarly be added automatically whenever a new, unique value is entered in the designated field.

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You can also group your records by multiple fields by clicking the "Pick another field to group by" option.

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You can also change the sort order of the groups by clicking on the sort order buttons after each grouped-by field's "Group by {Field name} from."

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Groups also work with filters.

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To remove a level of grouping, click on the X button to the left of the specified group level.

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Dragging between groups to reassign values

You can change the values on a record in a group by clicking and dragging the record to a different group using the drag handle on the left side of the record. For example, you could drag a task assigned to one person to another person's group, and that task would automatically be re-assigned to the new person.

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Note that you cannot add new records to a grouping that is based on a computed field type (like a lookup, rollup, or formula field).

Grouped records and the summary bar

There is a summary bar at the top of every group which can summarize the cell values in numerical fields by each group. These summary bars let you see the subtotals of each grouping. Every grouping will also have a count of the number of records in each grouping.

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Much like the summary bar for the whole table, the summary bar for each group can provide different summary functions.

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Expanding, collapsing groups, and show/hide no record groups

You can expand and collapse a grouping by clicking on the arrow on the group header.

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You can quickly expand and collapse all groups by right-clicking on any group header, or from the dropdown grouping menu.

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If you have multiple layers of groups, right-clicking on a top-level group header will allow you to collapse or expand all the subgroups within a group.

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Strategically expanding and collapsing groups can allow you to drill down into your data to get the summaries you need, and even build reports. Note that if you share a view that contains groups—all of the groups within that view will automatically be expanded for any new viewers.

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Screen Recording 2020-09-08 at 11.54.05.79 AM


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