As a workspace administrator, you can order a list based on a line item. This is useful when you require a specific order for list items that you can easily update.
Order List enables you to update list order across the whole model, so you do not need to update the sort on each grid individually.
The process to order a list via the Order List action has three stages:
- Define your order criteria
- Create an Order List action
- Use the Order List action
You can use Order List to order both flat and composite lists. The action orders the lowest level of the list.
Note: You can only run Order List on lists with fewer than 1 million items.
Define your order criteria
To define your order criteria, you need a module with only one list and at least one line item. You can use an existing module or create a new one. If you’d like to create more than one list Order List action for the same list, you can add multiple line items.
Note: If the module has more than one list, your order criteria will not display in the Order List dialog when you create an action.
Format the line item or items as either Text: General, Number.
Enter numbers, or letters against the list items you want to order. For example, 1, 2, 3, 5, 4, or A, B, C, E, D. The numeric or alphabetical order of the values determines the order the list items display in when you run the action.
Note that you can repeat values. For example, if you enter the number 7 in two cells, when the Order List action runs the two items will display next to each other. Whichever item displayed above the other in the original order is the topmost in the new order.
The Order List action can be set to order the list in ascending or descending order. If you do not enter a letter or number against an item, the item is treated as 0. Items with a blank or 0 value display at the top of the list (for an ascending order) or the bottom of the list (for a descending order).
If you format the line item or items as Text: General, you can still enter numbers as numerals. For example, 1, 2, 31, 11, 3. However, note that when you run the action the list items sort according to alphabetic order: 1, 11, 2, 3, 31.
Create an Order List action
To create an Order List action:
- In the Actions pane, click New Action.
The New Action menu displays.
- Select Order List.
The Order List dialog displays.
- Enter the text to display on the button in the Action Name field.
- Select the list to order from the Select list drop-down list.
- Select the line item to use to order the list from the Select line item drop-down list.
Only line items set up to define order criteria display.
- To determine whether the order is ascending or descending, select Ascending or Descending from the Sort order drop-down list.
- Click OK.
Your action displays under Other Actions in the Actions pane.
If you want to run the action from a button on a dashboard, publish the action to a dashboard.
To publish the action to a dashboard:
- Click View in the toolbar.
- Select Publish to Dashboard.
- Select a dashboard to publish the action to.
The action publishes to the selected dashboard.
Use an Order List action
As a workspace administrator, you can run your Order List action from the action pane. Select the action, then click Run in the toolbar.
To use an Order List action on a dashboard, click the action button. A message asks you to confirm that you want to run the action. Click OK. The list items display in the order set by the line item values.
If the list displays on your dashboard, for example in a module, refresh the dashboard to display the change.