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4. Create Advanced Filters

Create Advanced Filters

updated 11 Sep 2018

Filters hide any entries that don’t match the filter.

To create filters for your personal use, see

• Using filters
• Bookmarks

Here we will describe how you can create filters for other people. You will need account admin access, so you use can design mode to modify/create views.

Column Filters

To create a filter based on values in a column:

1. Press MORE then Modify view
2. Select Filter & sort tab
3. Under “Filter”, click on Add Filter
4. Select the column, comparison, and enter a value

 

The comparisons available depend on the column type (and some comparisions do not need a value):

Type	Available comparisons
Text	is (match case), is (any case), not, contains, starts with, is one of, is empty, is not empty
Number	= , not , <= , >= , < , > , is one of, is empty, is not empty
Date	is , before , is empty , is not empty , today

You can click on Add Filter to create more filters.

In the example below, two filters are being added to show “Approved” projects managed by “Carl Mercier” or “Debbi Hern”.

 

 

The user now only sees entries that match both these filters.

 

 

TIP Columns filters are not visible to the user. So you may want to give the view a name or description that explains the filter being used e.g. “Debbi & Carl’s approved projects”

Filters by User

In a view, you can also add a filter to only show entries for the current user

as creator :	where the current user created the entry or
as last updater :	where the current user was the last person to update an entry

 

For example, you could use this for a timesheet dataset, where everyone gets access to a view “MY Timesheet” that only includes their own timesheet entries.

Typical Usage

Filters are normally used to restrict access or to help people focus on a subset of the dataset. Filters are often used with other view settings to provide a rich array of configuration possibilities, including:

Confidentiality

• Set up views that hide entries considered secret, personal, not relevant …
• You can also use settings on the “Columns” tab to hide some of the columns.
• Share these restricted views with most users and only give unrestricted access to a few people (e.g. data administrators can access “All” view).

Authority

• You can give people access to views based on their role that allow adding or changing data.
• Use settings on the “Columns” and “Adding & editing” tabs to configure what types of access they have.
• You can give most people access to a “Read-only” view for distributing information without allowing changes.

TIP People datasets are the recommended way to give people role-based access.

Process workflow

• Help users focus on one part of a workflow e.g. status = “waiting to be approved”.
• You can use settings on the “Columns” and “Description” tabs to give relevant information for this specific step in the workflow. e.g. “Before approving items, remember to check …“

Formula-Based Filter

Each filter is based on values in one column in the dataset. You can use multiple filters together to only show entries that match ALL filters.

There is a way to extend this and add filters that:

• Allow one filter OR another to be applied (instead of AND).
• Allow comparisons between values in different columns.
• Allow comparisons against data in other datasets.

Approach

1. Create a new column with a formula or lookup that performs the comparison.
2. Create a filter based on the new column.
3. You can hide the new column from all views.

Example

To create a filter “Increasing Costs” that only shows entries where “Year 2” > “Year 1”

1. Create a new column “Increasing Costs?” with formula =IF(col4>col4,"True","False") (here col4 is column id for “Year2”, col3 is column id for “Year1”)
2. Create a filter “Increasing Costs?” is “True”

 

Only entries with “Year 2” costs higher than “Year 1” are shown:

 

 

TIP You may want hide the column “Increasing Costs?”

Selectors

You can also add selectors to help users focus on a subset of data within a view. e.g. only show projects for one project manager at a time. Users can use a dropdown to select another project manager to focus on.

See Create selectors.