Once data is downloaded to the grid, the results can be manipulated as desired. The Salesforce ID for the records is ALWAYS displayed in the first column of the grid. This is a LIVE link to the record, therefore when clicked will bring the record up directly in the Salesforce User Interface. Italicized fields represent fields that cannot be updated (e.g. system fields, read-only fields, fields from related tables).
Various options are provided on the left hand side of the grid for organizing the grid results.
Limit Records by Field Attributes
Create conditions to limit the records displayed in the grid (other records are hidden)
1. Field: Select the field to base the condition on
2. Operator: Options will vary based on the type of field selected: equals, is populated, starts with, contains etc.
3. Value: Specify the field value(s)
4. Limit Records: Applies the limiting condition
- The number of records displayed will be shown in the bottom left of the grid in red (e.g. 141 of 4219 rows)
- Multiple conditions can be applied and are AND'd together
- A condition counter will show in red above the Limit Records button
- Hover over the red link to see all the specified conditions
5. Additional Options:
- Show Changed Rows: Show JUST the rows where data has been updated
- Show All Records: Removes the application of limiting conditions, or show changed rows, and shows all records in the grid
Note: Existing Conditions CANNOT be reloaded and updated. To change any of the current conditions select "Show All Records" then rebuild the desired conditions.
Sort Records by Field
Up to 3 levels of sorting available
NOTE: Sorting can only be done using the Sort Order option on the left (clicking on a column heading WILL NOT sort the column)
1. Pick the field to sort on in the drop-down list
- Primary, Secondary and Tertiary sorting is available
2. Click the arrow for "ascending" or "descending"
3. Click the Sort button to sort the date
- Clear Sort: Clears the current sort
- The Sort needs to be reapplied anytime the sort criteria is updated
Grouping Options: Selection Sets and Filters and Scoring
Selection Sets
Manually color code rows for grouping
1. Right Click on a the row number to access the Selection Sets option
- Can be done for a single row or multiple rows by highlighting a group of row numbers
2. Scroll down to Selection Sets
3. Add to the desired Selection Set
- Rows can also be removed from an existing selection set by selecting Clear from Selection Set
- Show Checked: Check specific sets and show just the checked rows
- Show Unchecked: Check specific sets and show just the unchecked rows
- Show All Records: Show all records in the grid regardless of selection set
- Clear Checked: Clear the all records from the chosen selection set
- Row headings will go back to the default color (light blue/gray)
- Clear All: Clear selection sets from all rows
- Row headings will go back to the default color (light blue/gray)
Filters and Scoring
Subset records based on particular attributes and have a color applied to them (apply filter criteria to a selection set)
- e.g.records where the billingcity=cleveland color code with Orange
- Record attributes can be scored in order to weight the record criteria as desired
- More information on Filters and Scoring can be found HERE.
Column and Row Options
Right click on column headers to Delete a column or Move a column's position within the grid
Columns can also be resized by clicking the column separator to the right of a field/column
- Drag the separator to the desired width or double-click to auto-size
Multiple adjacent columns can be resized at the same time by clicking the first column then holding the shift key to select additional columns, then click any of the column separators for the selected rows.
- Right click a row header (single row or group of rows) to Remove from view set
- Removes the rows from the grid, the records ARE NOT deleted from Salesforce
- Records that have been removed can no longer be accessed in the grid
- i.e. Show all Records options WILL NOT return them to the grid
