SeaTable offers several methods for analyzing data. Filtering, sorting, and grouping are SeaTable's simple analysis tools. With just a few clicks, you can use them to reorganize your data and get the information you need more easily. But simple does not mean simple. Used correctly, especially in combination, filters, sorting and grouping offer a wide range of analysis options.
The filtering, sorting, and grouping of tables is done via rules. A rule always consists of the column to which the rule is applied and a statement. For sorting and grouping, the statement is the direction of the sorting or grouping, regardless of the column type. A filter statement has other components that depend on the column type.
Sounds complicated? You'll see that grouping, sorting and filtering SeaTable is a breeze!
With the grouping function, you can group the table entries into groupings and determine simple descriptive statistics such as number of elements, column total and average value using the groupings.
The grouping is done using identical values in the column selected for the grouping. For example, if you organize the tasks of your team members in a table, you can use a grouping to see the pending tasks for each team member using the Members column.
Nested groupings will be available in version 2.1 of SeaTable.
Set up grouping
With the Grouping Wizard in Table View, creating groupings is quick and easy: Click Group in the view settings above the column headings and the wizard opens.
In the wizard, you define the column by which you want to group and the direction of sorting. The grouping is performed in real time, i.e. the data is grouped before the wizard is closed. This allows you to see immediately whether you have achieved the desired result and to readjust if necessary.
To customize grouping rules, open the Grouping Wizard again by clicking the button in the view settings. You can now customize the rule as you did when setting up the grouping rule.
You delete the grouping rule by clicking on the cross symbol to the left of the column name.
Grouping behavior according to column type
SeaTable supports grouping across all column types except formatted text, file, and image type columns, as well as URL, last editor, and auto number.
All rows with empty cells in the grouping column will be grouped into a separate grouping (Empty) at the end, regardless of the sorting direction.
You can use the sort function to display the unordered entries in a table in an ordered sequence.
The simplest rule is to sort a table in ascending or descending order by the values in a column. For large data records, however, several sorting rules can also be used. If several sort rules are used, the table rows are first sorted by the first rule. Rows with identical values according to the first sort rule are then sorted according to the second rule.
Set up sorting
The Sort Wizard in the Table View of SeaTable makes defining sorting rules easy. You open the wizard by clicking Sort in the view settings above the column headings.
In the wizard, you define the column to be sorted by and the sorting direction. Sorting is performed in real time, that is, the data is sorted before the wizard is closed.
To set up a two-step sorting, click Add Sorting in the wizard. You then have the option of defining the second column and the sorting direction. Repeat the process for multi-level sorts.
Adjusting the sort order
To adjust the sorting rules, click Sort again to open the wizard. As with setting up sorting rules, you can now customize the rule or rules and add more rules.
You delete a rule by clicking on the cross icon to the left of the sorting rule.
Sorting behavior by column type
SeaTable supports sorting across all column types except formatted text, file and image, URL, and link, creator, and last editor columns.
Sorting takes place in the sortable columns according to the following criteria:
- Text and email: Lexicographical
- Number and duration: Numeric
- Date, creation date, last modification date: Chronological
- Single and multiple selection: according to the order of the options
- Employees: Alphabetically after the leading letter of the user name
- Formula: Lexicographic or numerical, depending on the formula
Rows with empty cells are always displayed as last rows, regardless of the sort direction.
With SeaTable's filter function, you can use filter rules to filter specific entries from a table and display only those entries that meet a desired criterion or criteria.
With filter rules, the statement - unlike grouping and sorting rules - usually consists of two components:
- Filter criterion: ratio of filtered column and filter value (e.g. "is", "contains", "is empty")
- Filter value: The value to be filtered (e.g. "123", "done")
Filter rules can also be linked with the two Boolean operators AND and OR. With an AND link, only those entries are filtered that fulfill all linked conditions. With the OR link, you can filter the entries that fulfill at least one of the defined conditions. With three or more filter rules, the operators AND and OR can also be used together.
Set up filtering
The filter wizard makes it easy to set up powerful filters for your data. A click on Filter in the view settings above the column headers opens it.
Now first define the column you want to filter by. Next, specify the filter criterion. Depending on the selected filter criterion, you must now also enter the filter value. For some filter criteria, such as "is empty", this is not necessary for logical reasons.
To add another filter rule, click Add Filter in the wizard. Now you can define the second filter rule like the first one. In addition, you must also define whether the two filter rules have an AND or OR link. To add further filter rules, repeat the process.
To adjust the defined filter rules, click on Filter again. In the wizard that opens again, you can now adjust the existing rule(s) and add more rules.
Filter behavior according to column type
SeaTable supports filtering across all column types except formatted text, file and image, and URL type columns.
Depending on the column type, the filter wizard displays different filter criteria. These are for the different column types:
- Text: "contains", "does not contain", "is equal to", "is not equal to", "is empty", "is not empty" and "is ID of the logged in user
- Number: "=", "≠", "<'', ''>", "≤", "≥", "is empty" and "is not empty".
- Checkbox: "is equal"
- Date: "is equal to", "is within", "is before", "is after", "is on or before", "'is on or after", "is not equal to", "is empty" and "is not empty".
- Duration: "=", "≠", "<'', ''>", "≤", "≥", "is empty" and "is not empty".
- Single choice: "is equal", "is not equal", "is one of", "is not", "is empty" and "is not empty".
- Multiple selection: "contains one of", "contains all of", "does not contain", "is exact", "is empty" and "is not empty"
- Collaborators: "includes one of", "includes all", "does not include", "is exact", "is empty", "is not empty", and "include current user"
- Email: "contains", "does not contain", "is equal", "is not equal", "is empty" and "is not empty".
- Link: "contains", "does not contain", "is empty" and "is not empty".
- Creation and last edited: "is equal to", "is within", "is before", "is after", "is on or before", "'is on or after", "is not equal to", "is empty" and "is not empty" (identical to date)
Rows with empty cells are always filtered and thus not displayed unless "is empty" is explicitly searched for.
Storage of filter, sorting and grouping settings
The evaluations you have made using filters, groups and sorting are saved in the current view. If you want to save them for future use, give the current view a name and create a new view.
To create a new view, click the triangle icon to the left of the current view's name and then click Add View. You will then be prompted to name the new view. The new view, which activates automatically, has no filters or groupings set. You can switch back to the old view with your analysis settings using the triangle icon in the view settings.
IMPORTANT: A view only changes how your table entries are displayed! The data basis remains unchanged. So if records have disappeared, don't panic! Check if you are in the correct view or if you have hidden records with a filder. If data has really disappeared, you can restore it.