Index Overview

Indexes are used to specify the order in which records are sorted in a List window. Indexes can also be used to sort records in a QuickView. There are two types of indexes: Permanent or Temporary.

Permanent

Each List window includes permanent indexes, which are preconfigured and cannot be added, changed, or deleted. Because index information for permanent indexes is stored in the data files, sorting is instantaneous and therefore is always faster than temporary indexes.

If you close a List window with a permanent index enabled, that same index will be retained for future sessions for the current user. Each permanent index has a default column layout associated with it which is also retained for future sessions. Permanent indexes can be used by reports and filters to decrease processing time.

Note: File filtering speed can be dramatically improved when you sort on a column that is the first Order by field in a permanent index.

Temporary

Temporary indexes are created in memory when you click on a column header to sort records in a List window. This feature provides easy "on the fly" sorting. A temporary index is created if the column is not the first sort order of a permanent index. Creation of a temporary index is relatively fast, however the time it takes to create an index is directly related to the amount of data required to be indexed. The secondary sort order for a temporary index is always entry order.

Temporary indexes are not saved once an List window is closed.

Note: Clicking on a column header that has multiple permanent indexes defined will select the first permanent index in the list that has that field defined as its first sort order.

Note: You can sort on columns for all field types with the exception of normal virtual fields.

Note: Since temporary indexes are not saved, they cannot be used in QuickViews.

Note: When sorting using a temporary index, records added by other users will not be displayed until all instances of the file on the affected user's workstation are closed and reopened, or when switched to sorting by a permanent index. This is because temporary indexes are built using the existing records.

When an index is selected, whether it is temporary or permanent, a or sort indicator will be shown in the column header to indicate what the primary sort is and whether the sort order is ascending or descending.

For sorts that take longer to perform, a progress meter is displayed with the option to cancel the sorting request.

Index Examples: For example, the Contacts list has an index for Contact ID and an index for Organization. These indexes allow you to sort the contacts in Contact ID order or by Organization. Permanent indexes can sort by up to four fields, as well as optionally using the order the record was created (Entry Order) to break any ties.

Incremental Search

When focus is placed in a List window, you can type one or more characters to advance the list to the first record with that character based on the selected index. A small Incremental Search window will automatically open with the characters you've typed. The title bar of the Incremental Search window will indicate which index is being used. You can easily switch indexes by clicking a different column heading. As each character is typed, the list advances to the first record in the sorted column that matches the characters entered.

Note: The Incremental Search is available with any index (primary or temporary) whose primary sort is an alpha, memo, email, enhanced virtual, lookup, number, money, phone, contact, file, Web page, Client ID, or User ID field type. It will not work with date, time, boolean, or normal virtual fields.