Grouping, Hiding, and Controlling Duplicate Data

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Often when a user-defined report or view is created, the results end up showing a single "member" for example, on several rows, with only part of the data changing on each row.

For example, a member record can contain several kinds of "additional" data that isn't part of the primary record. It can contain dues or donation postings, associated members, friend/family records, assigned items, etc.  These are things that they can appear multiple times on a member's record, unlike a "First Name" which is a single field and can only have one value.

Normal Duplicate Data

When you create a report that includes fields from these "additional" record types, you can end up with duplicate data. For example, if your report includes the member name, and the amount posted, the report will display a row for every amount posted it finds, and the name will repeat on each row  even though only the amount posted is changing:

Normal display of duplicate data

Normal display of duplicate data

 

 

Suppress Repeating Values

Using the options for field properties on the report however, you can control how that duplicate data is treated.  One option is the "Suppress Repeating Values" option.  If this is set for the Name field, the resulting list will hide the value for the name any time it matches exactly the value in the preceding row on the report:

 

Repeating Values Suppressed

Repeating Values Suppressed

This option is normally used on Views, or on normal column reports.

Group Header

Another field property on columnar reports you can use is Grouping.  All fields added to the Group Header will display as a heading "above" the rest of the data for that record.  (Include all the group header fields together at the beginning of the report.)  Once grouped, the data below the group appears slightly indented from the left margin, below the header:

Grouping by Name

Grouping by Name

You can also turn on the Calculate field property for the amount field, and it will generate as a subtotal within the group as well as a total at the end of the report:

Grouping by Name Total on Amount

Grouping by Name
Total on Amount