IBIS grids are used throughout the application and provide rich capabilities for displaying, shaping and editing data. This article explains how to get the most out of working with IBIS grid screens.


TABLE OF CONTENTS


About IBIS grids

IBIS grids are formatted in a similar style to an Excel spreadsheet with columns, rows and cells. You will find a mix of list-only or list/detail grids, such as the Contacts screen shown below, throughout the application.



All grids have a right-click function which gives you access to various grid functions to group, filter, and sort data. Not all functions will be the same on all grids, and not all users will be able to access all functions.


Grouping data

Data grouping is enabled in the grids by default. To group data by a column, drag the column header into the group panel. Another option is to right-click a column header and select Group by this column. You can group multiple columns by dragging another column header to the grouping panel. To change the grouping order, just move the column headers to a different position within the grouping panel.


Once grouped, you can right-click the column header to Full Expand or Full Collapse all grouped rows. Alternatively, you can click the arrow icon at the start of any grouped row to expand that selection.


To ungroup, drag the column headers back down to the grid, or right-click the column header and select Ungroup. You can also hide/show the group by box by right-clicking the column header and selecting it from the menu.



Sort data

By default, users can sort data by any column by clicking the column header once to sort data ascending. Consequent clicks will reverse the sort order. A sort icon will appear in the column header to indicate the current sort order. Another option is to right-click the column header to select Sort Ascending or Sort Descending. To remove the sort order, right-click the column header and select Clear sorting. 


 

Filter data

Filter using a dropdown menu (Excel style)

Click the filter icon within the column header. In the "Values" tab, you can select specific cell values from those that are currently displayed in the grid. The Text Filters tab gives you a wider pool of filtering options. For example, when filtering by dates, you can filter for data that correspond to the previous week. The content of a filter dropdown depends on the type of data displayed in the grid column. For instance, if the column contains numbers you will see the numeric filter options.




Automatic filtering rows

Another way to filter data is to utilise the automatic filtering row. This row is displayed above regular data rows and allows users to type in filtering values.



Filter editor

This allows you to build complex filtering criteria, combining multiple options.



Filter panel

When you apply filtering, a view shows a filter panel. You can utilise this panel to modify and remove current filters.



Add/remove columns

Some grids have additional columns that are not shown in the default view. To add a column to the grid, right-click the column header and select Column Chooser, then drag your selected column into the grid. To remove a column drag it off the grid until you see an X appear, or right-click and select Hide this column. All hidden columns will appear in the column chooser so you can easily re-add.

Add or remove columns in the grid


Add/remove rows

To add a new row into a grid, click the Add button at the bottom of the screen. Enter the required information (*) at a minimum into the Add new row popup, then click Save.

 

You can delete a row, provided there is no data associated with that row in the system. E.g. you cannot delete a retail item row that has point of sale transactions associated with it. You also cannot delete a contact that has accounts or products associated with it. To remove a row with no records associated with it, right-click the row and select Delete this row, then click Save and confirm the changes. If you are unable to delete a row due to data being associated with it (you will be shown a warning), then make the row inactive instead.




Show inactive rows

You can see your inactive data by unticking the active tick box at the bottom of the screen next to the Save and Close buttons, which will add the Active property column to the gird. To only see inactive, filter the column.



Autofill grid data

You can copy data from a selected cell to other cells. To autofill, hold down CTRL + Click to select individual rows, or press Shift + Click to highlight sequential rows. Ensure that the last cell selected contains the information you wish to "fill", then right-click and choose Fill column.


Adjust the fit

Right-click the column header and choose Best fit to expand or contract the width of the column to fit all the contents within that column. Alternatively, you can hover on the boundary of the column you wish to optimise until the mouse turns into an arrow, then double-click to fit the contents. To optimised all columns in the current view, right-click the column header to select Best fit (all columns).


Find panel

The find panel appears by default on all grids. Click the magnifying glass to open the find panel to search. Matching results appear highlighted. Click the red X to close the search, the grey circular x to clear it.


Save grid layout

The Save grid layout option is available on selected grids/user profiles when you right-click the column header. This option saves any changes you have made to the way the grid displays (i.e. any columns added or removed, any groupings added, any column movements) for all users of the system. If you wish to make changes to the grid layout but do not have access to this option, you will need to speak to a supervisor in the first instance and ask them to contact the IBIS Helpdesk at help@ibis.co.nz to get this function activated if required.


If you wish to revert a change you have made, you can choose Restore grid layout to set it back to the default view. After reverting, you must select Save Grid Layout again to save the default view.


You can print the contents of a grid when you right-click the column header and select Print Preview. The usual print options should be available within this option, if all the columns appear squashed together you may need to change the Page Setup to Landscape orientation.


Export data

To export the contents of the grid, select the range (shift + click) you want to export, then hit CTRL+C on your keyboard, open Excel and paste the data using CTRL+V. You can also right-click the column header and in the menu, and select export to Excel or PDF.


View grid detail

Some grids, like the Contacts screen, contain a detail row. A detail row is indicated by a + sign to the left of each row. Clicking the + sign allows you to view more data relative to the specific row, such as a list of Accounts associated with the Contact. Double-clicking a detail row will open the selected screen.