Forum Discussion

mrw2828's avatar
mrw2828
Copper Contributor
Oct 28, 2022

"Group By" when you have more than one criteria in the column

Hello,   I have a list in sharepoint for which I have been asked to build a view that organizes the data by categories stored in one column, but some of the list items fall under more than one cate...
  • Sourceress's avatar
    Sourceress
    Nov 01, 2022

    mrw2828 you can create multiple Views, each showing something different (pants or jackets or whatever) and then share the link to each View on a page, as for example clickable buttons, tiles, etc. E.g. one button named 'Pants', another named 'Jackets', under a text heading of 'Products'.

     

    Here's a good starting point for creating views:

    https://www.youtube.com/watch?v=8Y3CxqhO78M 

    Note: Whatever you 'Save as", will concatenate to your URL and be the 'name of the view' link you share with your users, so keep it short and succinct (I always abbreviate to reduce total characters), and then after saving, navigate to List/Library Settings, scroll down to where all the views are listed, click on that view you just saved, and then when it opens in the editing page, you can rename ('View Name" field) to make it a friendly name that will appear in the View menu, and also see the direct URL link (Web address of this view, ending in .aspx). Here you can edit the details of the view, too, in the classic experience. Essentially, you are making the URL different to the Friendly name of each view, as the total number of characters in the URL can become problematic down the track, especially when/if item/filenames are lengthy. 

     

    E.g. I might save as "ChinMed" or even "CM", then go back and change the 'View Name' field to "Chinese Medicine", so my URL is shorter by using "ChinMed" or "CM" as the view reference within the URL, but users will instead see "Chinese Medicine" in the View menu. Users don't care what the URL says.

     

    You could save as 'Pants' and then go back and change the 'View Name" field to 'Product: Pants'. Then repeat for Jackets, and however many Products you've got.

     

    Also note the View menu sorts all views alphabetically by name, so bear that in mind when coming up with a naming convention for your Friendly View names. You might want all Products to list above all Vendors, instead of having Products interspersed with Vendors in the View Menu, in which case prefixing all Friendly names with "Product: ..." will sort all the Products above anything prefixed with "Vendor:..." in your View menu. (as P comes before V).

     

    For a decent overview on working with Views:

    https://learn.microsoft.com/en-us/microsoft-365/community/creating-useful-views-in-lists-libraries

     

    If working with larger Lists/Libraries (>5000 items/files), you'll need to consider the view thresholds:

    https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint

     

     

     

Resources