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Sort and Filter a List

Goal​

Find the row you want in any list — tables, solutions, users, tenants, web resources — by putting the list in the order you need and narrowing it to what matters.

Prerequisites​

  • You are signed in to the Admin Control Center and have a list open.

Where things are​

Every list has the same two bars. The command bar at the top holds what acts on the rows — New, Edit, Delete and the rest. The list's own header, above the rows, holds its name and, at its far end, what changes what the list shows: Filter, Sort, the search box, and the column chooser last.

Search the list​

Type in the search box. The list narrows a moment after you stop typing (Enter applies it at once) to the rows where any visible column contains what you typed, regardless of capital letters — a column you have hidden with the column chooser is not searched. Clear the box to see every row again.

Sort by a column​

  1. Select a column heading. The list is sorted by that column, smallest or earliest first, and an arrow appears beside the heading.
  2. Select the same heading again to reverse the order.

Selecting a different heading sorts by that column instead.

Sort by several columns​

To sort by a second column within the first — solutions by state, and within each state by name — hold Shift and select the second heading. Keep holding Shift to add a third. Each sorted heading then shows its arrow and a small number for its place in the order; Shift+select a sorted heading again to reverse just that one.

The Sort button beside the column chooser does the same without a mouse, and shows the whole order at once:

  1. Select Sort.
  2. Select Add sort level for each column you want. Each row is Sort by (the first) or then by, with a column and a direction — Ascending or Descending.
  3. Drag a row by its handle to change its place, or focus the handle and use the arrow keys. The × removes a row.
  4. Select Apply. Reset puts the list back in its own order.

Filter the list​

  1. Select Filter.
  2. Select Add condition, then choose a column, a comparison (Equals, Contains, Greater than, Is empty, …) and a value. A column with a fixed set of values — a state, a Yes/No — offers them in a list rather than asking you to type.
  3. Add more conditions. And at the top of a group means every condition must hold; switch it to Or for any of them. Add group nests a group for a question like (state is Draft or Failed) and name contains "sales".
  4. Select Apply. Clear removes the filter.

Text matches regardless of capital letters. A dot on the Filter or Sort button means it is changing what you see; if a filter hides every row, the list says so rather than looking empty.

What happens behind the scenes​

Most lists load every row, so sorting and filtering happen instantly on your screen.

Users, Portal users and Tenants can be far longer, so they show one page at a time. There, sorting and filtering are done by the server over the whole list, and the list goes back to its first page — the first page of your order, not a re-ordering of the page you were on. On these lists a column that holds several values at once (a person's roles, companies or sign-in methods) cannot be sorted or filtered by, and its heading is not selectable. On Portal users the search box stays beside the filter: type to find someone quickly, filter to ask a precise question.

Sorting and filtering change only what you see. They last until you leave the page.

Troubleshooting​

  • A heading cannot be selected. — That column has no single value to sort by: a list of roles, companies or sign-in methods.
  • The list is empty. — If it says nothing matches the filter, select Filter and then Clear.
  • "This list cannot be sorted or filtered by …" — The server refused a column that paged list does not offer. Select Reset in the Sort panel or Clear in the Filter panel.