How to sort records?
Sorting in the records table sets row order by one or more fields. Rules can be saved in a Saved view with filters and columns.
When you need this
- You need records ordered by date, name, or number.
- You want newest or oldest rows on top.
- You need multi-field sort for analysis.
Key terms
- Sort — toolbar button on the records table.
- Add sort rule — new rule: field + Ascending or Descending.
- Group field is sorted first — when row grouping is enabled.
- Column menu — Sort ascending / Sort descending (quick single-column sort).
- Sort can be included in Save view.
Before you start
Step-by-step
- Open the table in Custom Data.
- Click Sort in the toolbar.
- Click Add sort rule:
- Select field.
- Choose Ascending or Descending.
- Add a second rule for compound order (e.g. category then date).
- Click Apply — rows reorder.
- Alternative: open Column menu (column header) → Sort ascending or Sort descending.
- To persist order — Save view with Sort enabled.
Large tables: safe order
If the table has a very large number of records, the chosen sort may not apply instantly. In that case:
- a banner appears above the table explaining which sort you chose and which sort is actually applied;
- records are shown in a safe order — the table stays available;
- an administrator can check whether sorting can be sped up.
Learn more: How to speed up sorting on a large table · How large tables work
What happens next
Rows display in the chosen order. Pagination and filters apply on top of sort.
How to verify
- First and last rows match the field and direction.
- After saving a view, order restores when you reopen it.
Other options
- Pin columns — separate from row order; pin left/right.
- Group — different axis; Sort works inside groups when grouping is available.