Fields/Sort Tab

The Fields/Sort tab is enabled only in Search mode.

1. Before selecting any fields, check the Summary Output checkbox if desired. The Summary Output option enables you to consolidate similar records into groups so that you can perform calculations based on subtotals. For example, to obtain the sum of all premium amounts for each state, you could use this option to group the records by state and get the total for each group.
   
   Note: It is important that you select the Summary Output checkbox before selecting any fields, because selecting or deselecting this option clears all field choices made.
2. From the Data File Choices dropdown list, select a data file. Options in this list vary based on the report selected.
3. The list of available fields populates based on the data file you selected. Use the radio buttons above the list to switch between views:
   • Field List: Lists all fields available for this data file.
   • Field Groups: Lists all groups of related fields. The fields that make up a customer's name and address, for example, would be listed as Name and Address.
4. Highlight the field or group you wish to select for the search.
5. Before moving the field/group to the Fields Selected list, make the appropriate selection from the Field Options dropdown list to determine the data that will be retrieved. Options available in the Field Options list vary according to the field selected.
   
   Note: You may include the same field multiple times with different field options.
   • Field Value: The exact information entered in the field. For Agency, for example, this would be the agency number (1, 2, etc). For State, this would be the state abbreviation.
   • Lookup Field Name: The full name for the value in the field. For Agency, this would display the actual name of the agency. For State, this would be the full name of the state.
   • Minimum Value: The lowest value (alphabetical or numeric) found for this field. Only available if Summary Output is selected.
   • Maximum Value: The highest value (alphabetical or numeric) found for this field. Only available if Summary Output is selected.
   • Count of Value: The number of entries made in this field. Only available if Summary Output is selected.
   • Summed Value: The total of all numbers entered in this field. Only available if Summary Output is selected.
   • Average Value: The average of all numbers entered in this field. Only available if Summary Output is selected.
   • Standard Deviation of Value: The square root of the Variance of Value. Only available if Summary Output is selected.
   • Variance of Value: The degree to which the numbers entered in this field vary from the Average Value. Only available if Summary Output is selected.
6. Once you have selected the correct field and field option, either double click the field or highlight the field and click Select to move it to the Fields Selected list. You may also click Select All, but be aware that you cannot change the field options for any fields once they are selected. Ensure that all field options are set correctly before clicking Select All.
   
   To move all fields making up a name/address to the Fields Selected list, click the Address button.
   
   To remove a field from the Fields Selected list, either double click the field or highlight the field and click Remove. You may also click Remove All.
7. The workflow for sorting the search results differs depending on whether you selected Summary Output.
   • If you did not select Summary Output, click Sort Order. This enables you to select which fields should be used as sorts and whether the information should be listed in ascending or descending order. See Sort Fields in a Search for more information.
     
     The Sort Order button is only enabled when a field in the Fields Selected list is highlighted.
   • If you did select Summary Output, click Group By. This enables you to select which fields should be used as sorts. See Group Information in a Search for more information.
8. To save the changes made on the Fields/Sort tab, click Save. This saves your fields and sorts for the next time this search is chosen on the Report Selection tab. Every time a set of field choices is saved, the previously saved selections are overwritten.
   
   Note: Opting to run the search will also save changes made on the Fields/Sort tab. If you run the search and then exit TAM Reports without clicking Save, your fields and sorts will still be retained.
9. Click Undo to reset all selections to the previously saved or run selections.