Is there a way to set up a table that shows the top X number of records and then summarizes everything else into a record labeled "Other"?  I know you can do this with a chart by setting the properties to show X maximum number of rows, but it doesn't do the same thing with a table.

Apply a sort so your records are in descending order. Edit the Properties to limit number of lines. Then on the Data ribbon, click on Sum and select Show Other Row.

That did it.  Thanks, John!

To build on this question a little more... Is there a way to always include certain values in the list, even if they are not in the top X?  The Use case I am working on right now is total vendor spend.  I want to show the top 10 vendors individually, and then all others are grouped as Other.  But I have 2 strategic vendors that I always want listed individually even if they do not fall into to the top 10.  Is there a way to do this?

Sure, you can create a custom column for sorting and then hide it. The formula would be of the form: =If(Vendor=A OR Vendor=B,{Some really big value that always puts them at the top},Vendor Spend)

That makes sense, but I don't necessarily want to always float them to the very top of the list.  I still want them sorted by cost so that if they don't make the top 10, then they are below the actual top 10 but above the Other record, but if they do make the top 10, then they are listed in the correct position based on their spend.

Ah, now that's a more interesting problem! There is no explicit way to do this. However, you may be able to use a variation of the above method by creating an ordinal ranking from the vendor spend, then forcing your strategic vendors to a value of 9 (for the one with greater spend) if rank > 9, and 10 (for the lesser) if rank > 10.

That's a good idea.  I'll play around with it and see if I can get it to work.  Thanks!

Sorry to reply to a REALLY OLD post... but I've been trying to do something like this in a similar case, but running into an issue with when a hide a sort the order column, it no longer sorts anything by it, was this functionality changed in recent updates or am I missing how you'd hide it? 

Hi Ericka,

I also noticed this recently, hiding a column removes it from the sorting. I'm not sure if we made this change intentionally, but it may be worth raising the question to our Apptio Support team. Alternatively, you can size your table to make the sorting column fall outside the visible area (but this will introduce scroll bars too).