Filter enables you to limit a view of your data, based on the rules that you select. The filter requires a valid combination of data type, operator, and modifying value to define those rules. For example, for the data type Text, you could use the operator Contains, with a modifying value of ‘Blue’ to find all items with the word ‘Blue’ in the name.
Each filter can contain multiple rules, which, in the case of List and Time Period data types, can have multiple values modifying the operators.
The operators you use in a filter will vary depending on the data type. Only operators that are valid for a particular data type are available for selection.
Depending on the data type, the operators presented will be a combination of:
Is equal to
Is not equal to
Is greater than
Is greater than or equal to
Is less than
Is less than or equal to
Is not blank
Contains (Text only)
Starts with (Text only)
Ends with (Text only)
The values that modify operators are not case sensitive. There are various mechanisms in the Filter dialog that help you to find appropriate values.
When you type into the Filter dialog, values are suggested for selection. (If February is a valid value in your data, as you type feb, the list will display February for you to select.)
For List and Time Period data types, using the operators is equal to and is not equal to, as you type in the Modifier box, all options containing those characters will display in the list. The characters can form any part of the word: for example, if you’re searching on months of the year and enter ber, September, October, November and December will display. Or, if you’re searching on colors, typing the characters ri would return: cerise, apricot, aquamarine, and crimson.
This is useful if you have large data sets and want to select multiple values based on, say, payroll numbers or product codes.
You can select one or more items using the mouse – the values will be entered into the modifier field as you click each one – or you can select single items using the arrow keys; press the Tab key or the Enter key to commit the value.
To remove a value from the modifier field, hover over the name and click the cross.
Click OK to apply your selection. The filtered view will be displayed immediately.
Removing a Filter
If you want to remove a filter, clear the check box next to the Filter icon. Or, open the Filter dialog, click Clear All and then click OK.
Saving a Filtered View
Don’t recreate filters - save them! If you’ve created a filtered view of your data that you intend to reuse, you can save the view.
Create your filtered view, click the View button then click Save As.
Enter a name for the filtered view.
If you want to:
Open the view on the current page, select the Always open on current page check box.
Save the filtered view as the default view for the module, select the Save as default view for module check box.
Click Save. The filtered view will appear on the Contents tab.
Filter and Data Types
The operators you can choose to filter data vary, depending on the data type. When creating filters, some combinations of data type and operator have conditions applied to the way in which they work. These conditions are outlined below.
Text Data Types
The operators for Text data types provide a range of flexible options with which to filter data. Some operators will accept multiple modifying values and others use text strings. A combination of these options can provide a very powerful filtering mechanism.
The data type, Text, uniquely, uses the operators Contains, Starts with and Ends with.
Contains searches item names for the characters you specified. If your list contains colors, entering re would return green, red, chartreuse, and ochre.
Starts with searches the beginning of item names. If your list contains colors, entering bl would return black and blue.
Ends with searches the end of item names. If your list contains colors, entering ve would return mauve and olive.
List Data Types
For List data types, is equal to and is not equal to can accept multiple values.
Time Period Data Types
Filters for Time Period data types are very flexible as you can enter multiple values against the is equal to and is not equal to operators.
Multiple Values in a Modifier
If you enter multiple values into a modifier field for the Time Period data type, using either of the operators is equal to or is not equal to:
...and then change the operator to, say, is greater than, a warning is displayed in the modifier field:
If you click OK, there will be no response. If you change the operator back to is equal to or is not equal to the filter will be applied.
Create a Filter
You can easily build a filter in a dashboard or module:
Click the Filter icon to, build a filter from scratch.
Select one or more column headings or line items and open a Filter dialog: the items chosen will be displayed with default values. Further items can be added if required.
Highlight up to five column headings or line items in the grid and open a Filter dialog. The auto-filter will automatically set up the five criteria with default values. (This option is limited to five items - if you select more than five, only the first five will be created and you can add any additional items manually.
To access a filter dialog, in a dashboard or module view, either:
Click the Filter icon on the toolbar
Right-click and select Filter from the menu. If you haven't selected any rows or columns, a blank Filter dialog will display:
Each tab on the Filter is a dimension in the module.
To add filter rule, select the dimension tab you want to filter against and click . The Filter dialog adjusts and you can configure a filter rule. In this example, we first select the line item we want to filter against: Product Month, which is Timeperiod formatted:
Secondly, we select to filter for the products owned by Betty Norris
Lastly, we select the time period values we want to use to filter the view
Click OK. The filtered view displays.
To disable the filtered view, open the Filter dialog and click Clear next to the Enable filter check box. Or, clear the filter check box on the toolbar:
Auto-filter helps you to set up filter rules quickly. You can select up to five dimensions and auto-filter will create filters for each dimension using default values that you can quickly edit.
Auto-filter displays the following default values:
Numeric: Greater than 0
Date: equal to today's date
Boolean: equal to ‘true' (check box marked)
List: Is equal to …
You can edit any or all of these values manually.
Create an Auto-filter
Select up to five columns or rows on the grid and click the Filter icon. (Or, on the Data menu, click Filter. The filter returns rows that meet all criteria, though this can be edited to be any.
Edit the default values in the fields displayed.
To add an additional filter, click +.
To remove a filter, click -.
Click OK to complete the filter. The filtered data appears.