NOTE: This topic applies only to Advanced Spreadsheet Roll-Ups from Summer 2005 and later releases. If you are working with a prior release, please see “Web Part Properties (Pre-Summer 2005 Only)” instead.
The Grouping tab on the administration interface allows you to configure the roll-up to automatically group information based on the contents of a selected field. You can also control the color and font of the group labels and specify whether or not the results should be expanded.
Spreadsheet roll-ups allow you to perform two kinds of grouping on roll-up results, static grouping and dynamic grouping.
• With dynamic grouping, the roll-up will automatically group the results based on the values in a field that you identify. For example, if you have a document library with four different document categories, the documents can be grouped by category, If you add a fifth document category at some point in the future, any document items with that category are automatically included in the roll-up display and grouped under that new category.
• With static grouping, you specify not just the field you want to use to group items, but also the specific field value(s). To continue the example used above, you would utilize static grouping if you did not want to display all of the documents with all possible document categories, but only those with a category of Requirements or Specifications.
When you are finished making your selections on this tab, click any other administration tab to save your changes and keep the administration interface open, or click OK to save your changes and return to the roll-up display.
NOTE 1: If you identify both static grouping and dynamic grouping settings, the static grouping will be performed first, followed by the dynamic grouping.
NOTE 2: If you apply grouping to a spreadsheet roll-up and right-click on the results to export them to Excel, only the group on which you clicked will be exported.
To utilize dynamic grouping, all you need to do is select the Dynamic Grouping Field. The remainder of the fields in the Dynamic Grouping Settings section of the tab are optional.
The name of the field to reference to determine the values to group on. This must be one of the display fields within the web part. Only one field name can be identified here.
NOTE 1: If the roll-up utilizes multiple schemas, the web part will reference the first schema in the schema list to determine the available fields to display in this drop-down.
NOTE 2: Spreadsheet roll-ups do not support special characters such as “@” in dynamic grouping. If the Dynamic Grouping Field you identify contains this character, it will result in an error. The grouping will show correctly, but the group will not open when you try to expand it. The @ character is supported in static grouping, and in dynamic grouping in action-enabled roll-ups.
This field is used to identify the background color for the dynamic group headings. Click Choose Color to the right of this field to select the desired color, or you can enter the color in hex format. Leave this field blank to use the default color.
This field is used to identify the font family, size, color, and weight to use for the dynamic group headings. Leave this field blank to use the default font and style.
Example: font-family: Verdana; font-size: 10pt; color: blue; font-weight: bold
Select Yes from this field to have the roll-up display an expanded view of the results that includes site and list names, dynamic group headings, and returned items. Select No to contract the results and display only the names of each site included in the roll-up.
To utilize static grouping, you need to define the Group Heading Text and the Filter. The remainder of the fields in this section of the tab are optional. When defining a filter, the same rules apply as when manually defining a filter on the Filtering tab. One important difference is that filters on the Grouping tab are not converted to CAML.
When you are finished defining each group to be included in the static grouping display, click Add Grouping. When you do this, an additional set of entry fields is displayed so you can define the next group. If you want to remove a group from the display, simply click Remove Grouping below the definition of the group you want to remove.
This field is used to define the text to use for each static group heading in the roll-up display.
This field is used to define a filter to limit the items returned by the roll-up. The format is "Field=SearchText" (Example: Postal Code=11111). You can use > and < when filtering date fields. (Example: "Date<7" will return items that are older than 7 days from today) Filter grouping with parentheses () is not permitted.
The fields available to use for filtering are identified in the Supported Schemas section of this help, on the “Filterable Fields” line of each identified schema.
The following values can be used for filters based on Boolean fields:
For more information on filters, visit this site: http://office.microsoft.com/en-us/assistance/HA011611751033.aspx.
NOTE: Filters defined in the Static Grouping section of the Grouping tab are not converted to CAML. Only filters defined on the Filtering tab are converted to CAML.
This field is used to select the background color to use for each static group heading in the roll-up display. Click Choose Color to the right of this field to select the desired color, or you can enter the color in hex format. Leave this field blank to use the default color.
This field is used to select the font color to use for each static group heading in the roll-up display. Click Choose Color to the right of this field to select the desired color, or you can enter the color in hex format. Leave this field blank to use the default color.
Select Yes from this field to have the roll-up display an expanded view of the results that includes site and list names, static group headings, and returned items. Select No to contract the results and display only the names of each site included in the roll-up.