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How do I group records in MasterMine (within Excel)?

Article ID: 31836

How do I group records in MasterMine (within Excel)?


Grouping Field Items

Item grouping is one of the most powerful and useful features of a pivot table.  With Groupings you can isolate, display, or compare not just data elements but whole subsets of your data that are meaningful to you, and to re-use those subsets in a variety of ways.  Grouping is also the most common way to filter on multiple items within a field.

One common example is grouping Sales Reps by territory or division, so that even if sales reps are not formally ?grouped? or otherwise associated within GoldMine, your reports can show them organized in a more useful way.

Groups can be treated just like individual field items ? as filters in the Page area of your report, or as display elements (row or column items) just like regular field items.  Therefore, you can compare not just calls by JOE and MARY as individuals, but also by region, where each region is actually a group of users (Like ""Territory1"" and ""Territory2"", which each include several users) instead of a field in GoldMine.

Buiild groups in your report ""on the fly"" using one of these methods:   

Group Field Items by selection: 

  1. Drag a field button to the Row or Column area.  
  2. Drag-select the items within that field you wish to group, if they are next to each other, OR highlight them one at a time (click the first, then click each subsequent item with the ""control"" key held down).
  3. Click the group button (  ) on the MasterMine toolbar.    A new field button is created with the name of the old field button plus ?2?.  Example:  If you selected individual Sales reps names within the ""Sales Rep"" field, you now have a new field called ""Sales Rep2"" containing an item called ""Group1"" and all other Sales Rep names not selected in #2.  Find ""Group 1? in the same location as the topmost of the items you selected in #2 above. 
  4. Click on ?Group1? once, and type a name that reflects the group?s function (i.e. ""Territory1""). 
  5. Click on the new field you created (i.e. ""Sales Rep2"" or whatever the name of the new psuedo-field is) and type a new name over it (like ""Territory""). You can treat the new ?grouped? field button the same as any other field in the PivotTable.

       You may create multiple groups in parallel (for example,  to create groups of Sales Reps called ""Territory1"", ""Territory2"", etc.).  Each item may belong to only ONE GROUP at a time.  So as you select the items for your second and third groups, note that if you include items that are already in another group, that other group will be ""ungrouped"" by the action of creating the new group. 

       You can make a hierarchy of groups within groups.  For instance, you might have eight sales reps arranged in four territories in two regions.  Even though GoldMine only has the names of the Sales Reps in the ""SalesRep"" field, your MasterMine report can aggregate by individual sales rep, by territory, or by region if you group them appropriately.

Group Field Items by Content Search:

Sometimes you need to isolate or group items that contain a certain value or one of several values.  This is easy if there are only a few items in the field in question so you can scan them easily.  But what if there are hundreds or thousands to search through?           

Fortunately, MasterMine provides an alternative.  Rather than hunt through hundreds of items looking for a pattern, do the following: 

1. Move the field to the row area of the pivottable, so that items are listed below it.

2. Select the field button itself with a single click.

3.  Click the group button  (  ) on the MasterMine toolbar.

4. In the following dialog enter parameters to create the desired group.

MasterMine searches through all the items in the selected field, groups the ones containing the target values under ?NewGroup? and moves this new group to the top of the list.  Now you can use ?NewGroup?, or whatever name you chose, as a selection criterion in the page area.  You can also leave it in the display area and double-click on it to roll-up or roll-down detail.

?Group On Item Search? can find and isolate groups that contain Any, All or None of the elements you list in the ?Enter elements?? box.  Furthermore, you can use wildcards in these elements to get all contain some value except for a particular character (use * as the default wildcard) or character string (using % by default)

Example:  You want to isolate completed ?Call? records that users have coded different ways in the Reference field over time.  Sometimes they wrote in ?ABCD?, sometimes ?ABxD? and sometimes ?ABED?.  You only want to include those whose Reference field also contains the word ?sold?.  In this case, you would click the ?All? radio button at the top, enter the following without quotes into the box after ?Enter elements to be sought, separated by commas:?

ABxD, sold

Finally name the group something non-generic like ?AB*D and sold?.  The result, when you hit the ?OK? button will be that every field element visible in the row area will be searched and, if it meets the criteria, will be highlighted and grouped, then shifted (as a group) to the top of the row area. 

 Now the user has many choices of how to use this grouping further: 

1) Double-click on ?ABxD and sold? to roll it up or down. 

2) Drag the new field (Reference2) up to the page area and select ABxD and sold? in the dropdown list next to it, thereby filtering the report to include only those in the ?ABxD and sold? group.

3) almost anything else you can do with a single field item.

See the MasterMine user manual for special ways of grouping dates and grouping numeric values, which facilitate selecting by date range (between dates or by calendar units like months, quarters, or years) and numeric range (i.e.30-60-90 days, etc)  




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