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Filter the Report's Data

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System / Add-In Manager / Reports Central
Foundations / Background Data & Reports / Reports Central

You may want to restrict the set of data that the report presents. Use the Filter option to restrict both the Chart and the Grid panels. When users review the report, it will be set to the filters that you have set. You can choose to allow the user to change the default values of each filter, or lock the filter so that the user can see the filter properties but cannot edit it.

The values that you can filter on depend upon the fields that you have selected to display. The filter's drop-down displays all fields you have specified for the view and that are not yet displayed in the filter If the field on which you want to filter is not visible, return to Select Fields to activate it.

Notes

  • For reports made with Reports Central, the grid displays a maximum of 500 records and the chart displays a maximum of 100 values. Using a filter is a good way to streamline the data presented.
  • For numerical filters, use the X (Clear) icon to clear zero values, instead of the keyboard Backspace key.
  • When adding additional filters to an existing filter, it is advisable to click again on the Filter button before saving the report in order for the filters to be re-applied. The filters are not applied automatically; they are applied only when you click on the Filter button.
  • The filter does not convert units; it applies numeric formatting based on the database format. You need to adjust the comparison numbers accordingly by the required factor.  (AD-5845)

Add a Filter to the Report

  1. Use the "Select Fields" to  make fields visible in the report's grid and these are the fields you want to filter on.
  2. Click Add filter and select the field.

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The field is added to the filters.

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  1. For the field, select the operator and the value. Note that the operators vary depending on the type of field that is being filtered. For example, a numeric field, such as Chargeable Cost  has different operators than text fields and validated fields, such as Division Code.
  2. Click the Filter button and the grid displays to show only the records meeting the specified restriction.
  3. You can add another filter, click the Add filter and select the field.
  4. For the field, select the operator and the value.
  5. You can select if the field conditions either AND / OR.

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  1. If you want more fields, repeat steps 5 to 7.
  2. As you work on setting up the filters, you can delete a filter, click the Delete clipboard_a55d1ba4-d051-414c-9d6f-5df0bb57a8fa.png icon. Or you can make a filter permanent, click the Lock clipboard_8ef6ac71-e5b4-45ba-917d-61cd4d6c6428.png icon. This lets the report's users see the filter, but they can't edit or delete it.
  3. Save the report with its filter settings.

Show and hide the current filter

The Filter panel shows your current filter(s). You can display and hide the filter details using the Hide/Display button located in the panel.

Shown Filter

Click the Expand clipboard_482ac997-7ceb-4910-805a-887a77cc6e6d.png icon to hide the filters.

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Hidden Filter

Click the Collapse clipboard_1e93d115-2c75-4203-9cbf-a07d101894e3.png icon to show the filters.

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Further filter the data in the grid

You might have created a filter and then notice that you want to further filter the data in the grid. You can use the grid's Smart Search console to further refine the data that the grid displays and a total, if you have specified one.

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Notes

  • The Smart Search filter does not affect the chart and is not saved to the view.
  • The Smart Search filter is applied to exporting the data to Excel.