Filtering a list
For every list of records you create, you can filter that list, or narrow down the list to records with certain criteria. For example, out of a long list of inventory items, you may only want to see those items in a particular location. You narrow down that list by filtering by that particular location.
All lists have a Quick Filter that allows basic filtering of the list.
Many lists also have an Advanced Filter that provides additional options and allows filtering by multiple fields at once. When a list has both the Quick Filter and the Advanced Filter, both filters are applied to your records.
To filter a list using the Quick Filter:
- In the green bar above the list, locate the Filter and Contains fields.
- From the Filter drop-down, select the field you want to filter by.
- In the Contains field, enter the value for the field that you want to search for. For example, if you select Location from the Filter drop-down, you would enter all or part of the location name in the Contains field.
- If you are filtering by a number or date, the Contains field changes to two fields, From and To. Enter the range you want to filter by.
- If you are entering a date, you can enter an absolute date (mm/dd/yyyy), a relative date (e.g. "-7" for seven days previous, "+5" for five days from now), or "today". For example, you could filter by Item receipt date in range "-7" to "today" to find all of the items received in the past week. Optionally, leave the To field blank to filter for everything after the From date.
- Click the Filter button to the right. The list is filtered and the results appear below.
- To clear the filter, select Show All.
- Note that Show All clears only the Quick Filter. If the list also has an Advanced Filter, that may still be applied. Check the status bar at the bottom of the list to see if there are any filters still in place.
To filter a list using the Advanced Filter:
- In the green toolbar above the list, select the Advanced Filter icon. (Only lists that have this icon in the toolbar are searchable using the Advanced Filter.)
- The Advanced Filter pop-up appears. In the pop-up, check the checkbox next to each field you want to filter by.
- For each checked field, enter the value for that field that you want to search for. You can filter based on an exact match, a range of values, or whether the field is empty or not empty.
- Select OK to close the pop-up and apply the filter. The filtered results appear in the list, and the status bar at the bottom of the list summarizes your current filters.
- To clear the filter, select Reset in the pop-up, and then OK.
- There are several special filter abilities to consider when you are using the Advanced Filter:
- Dates. If you are entering a date (for either exact matches or ranges), you can enter an absolute date (mm/dd/yyyy), a relative date ("-7" for seven days previous, "+5" for five days from now), or "today". For example, you could filter by Item receipt date in range "-7" to "today" to find all of the items received in the past week. Optionally, leave the To field blank to filter for everything after the From date.
- Date Limitations. Many list views that have an Advanced Filter require that one of the fields you filter by is the Date Created. By default, these lists are filtered to include everything with a Date Created of -90 to today, that is, everything created in the last 90 days. You can edit this to filter for any period of less than or equal to one year (365 days).
- Text Matching. If you are filtering based on an exact match, you can enter "wildcard" characters to specify possible matches. You can use "?" (question mark) to represent any single character and "*" (asterisk) to represent 1 or more characters. For example, specifying Item # "G*" would find all Item #s that start with "G", while "G-???" would find only those Item #s that start with "G-" and are followed by exactly three other characters. If the text you want to match includes a question mark or an asterisk, you can use "\" (backslash) to indicate that. For example, "G\*" would find all Item #s that are literally "G*"; "G\**" would find all Item #s that start with "G*". Wildcard characters are supported only when you are filtering based on an exact match. They are not supported when you are filtering based on a range.
- Text Ranges. If you are filtering based on a range, the ordering is: first special characters (such as spaces, punctuation, and symbols), then numbers, then capital letters, then lowercase letters. For example, Location in range "Area001" to "Area009" will include "Area003" but not "Area 006" or "area002". (In the first case, the space character in "Area 006" is not included between "a" and "0"; in the second case, the lowercase "a" at the beginning of "area002" comes after the uppercase "A" in "Area009" that specifies the end of the range.)