Totals, Grouping And Pivot In Database Grids – Sapience Cloud

Overview

The grid on the Databases screen does more than list rows. You can group rows to get **subtotals

and a grand total, switch to pivot** for a summary, filter by a column's values, select a block

of cells to see its sum, and export what you see to Excel or CSV.

The grid loads the whole table (up to 5,000 rows), not just the page on screen, so every total

describes the table, not a fragment of it.

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Where to find it: open Databases from the Databases group at the top of the Everything view, or go straight to /#/databases, in the web app or the desktop app.

Grouping And Subtotals

There are two ways to group:

Drag a column header into the bar above the grid that reads Drag here to set row groups.

Open a saved view that groups by a column (see Saved Views below).

Rows are then gathered under a heading per value, with a count, and numeric columns (Number, Currency,

Percent, Rating, Duration) are added up. For example, invoices grouped by Stage:

Paid (2)
   INV-001        3    USD 37.50
   INV-003        2    USD 25.00
   Total Paid     5    USD 62.50
Draft (1)
   INV-002        5    USD 40.00
   Total Draft    5    USD 40.00
Total            10   USD 102.50

Remove a grouping by clicking the ✕ on its chip in the grouping bar.

Pivot

Click Pivot in the toolbar to switch the grid into pivot mode, which summarises the numeric

columns. Click Pivot again to return to the normal grid.

Filtering, Selecting And Filling

You want to…	Do this
Show only some values of a column	Use the column's filter (the ⋮ menu on its header, or the Filters tab on the right edge). Choice columns offer a list of their values to tick
Show or hide columns	Open the Columns tab on the right edge of the grid
See a quick sum	Drag across a block of cells. The status bar at the bottom shows the sum, alongside the total, filtered and selected row counts
Copy a value down	Select a cell and drag the small handle at its bottom-right corner over the cells below

Saved Views

+ View saves a way of looking at a table. Each view can keep:

Setting	What it does
Filters	Matched to each column's type, including "is this linked row" and "has no link" for reference columns
Sort	The order rows appear in, ascending or descending
Group by	Opens the view already grouped, with subtotals
Visible columns	Shows only the columns you pick

Views appear in the left panel under their table. Select one to open it, and use Edit view in the

toolbar to change it. Lookup columns can't be used for filtering, sorting or grouping in a view, and

reference columns can be filtered but not sorted or grouped there.

Exporting

Export Excel and Export CSV in the toolbar download the grid's rows as a spreadsheet file you

can open in Excel, Google Sheets or any other spreadsheet app.

About Very Large Tables

Totals, grouping, pivot and exports work on the rows loaded into the grid, up to 5,000 per table. The

header always shows both numbers, the table's total rows and how many are loaded. If a table

is larger, it says so plainly:

Totals cover the first 5,000 of 12,480 rows.

Summary

Group by dragging a column or opening a saved view to get subtotals and a grand total, switch to Pivot

for a summary, filter and select cells for quick sums, and export to Excel or CSV. Because the grid

loads the whole table, up to 5,000 rows, the totals you see are the table's own.