Filters allow you to limit your report to just the rows that meet a set of criteria that you specify. For instance, you may want to look at only the work orders submitted by a particular technician within a certain date range. Filters allow you to do this. In this article, we go over how to add and remove filters.
The filter functionality is available in the Report options area at the top of both the Report Editor and the Report Viewer **. You can filter on any field that you can report on, including all text, numeric, and date/time fields. See here for a list of what field types you can and cannot report on. The one exception to this rule is fields that are within a Table. Table fields can be included in reports, but you cannot filter on them.
A filter consists of three components -- a form field, a value (or values), and a relationship between the form field and the value(s). In the example below, the form field is Completed Date, the value is 12/01/2015, and the relationship is “is greater than”. The filter is telling the report to only show rows with a Completed Date after December 1, 2015.
Adding a filter
1. Click the Add Filter button in the top left corner. A new filter row will appear in the Report options area.
2. From the first dropdown, select the field on which you want to filter. In this example, we select “Technician”.
3. From the second dropdown, select the desired relationship. The choices depend on the type of field you selected:
- Text fields: is equal to, is not equal to, contains, starts with, ends with
- Date/Time fields: 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 between, is empty, is not empty
- Drop Downs & Checkbox Groups: is equal to, is not equal to, starts with, ends with
- Checkboxes: is equal to, is not equal to
- Number fields: 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 between
In this example, we selected “is equal to”.
4. Finally, complete the filter specification by filling in the value. The value field type will correspond to the field type that you selected in the first dropdown. In this example, we get a dropdown, because the Technician field in our form is a dropdown. We select “Brent”.
5. Click the Apply Filters button to apply your changes to the report. The report will immediately reload, reflecting the new filter you added.
Removing a filter
- Click the Remove button to the right of the filter that you want to remove.
- Click Apply Filters to apply your change to the report.
The report will reload immediately, taking your filter change into account.
** Note: When using the Report Viewer to apply filters, you will not be able to save your changes. If you want to save your changes and make sure the same filters are seen the next time the report is opened, use the Report Editor and don’t forget to click Save when you are done.