Report Filters enable you to restrict the amount of data that is returned in a report based on various criteria. Filters can be date-based (Date Filters) or field-specific (Advanced Filters).
How to Use Report Filters
- Build a filter for the selected report using the options included in the sections below.
- Click Save to save the filter settings.
- To view filtered data, click Run Report.
- A Report Results window opens.
- The window shows a list of filtered records.
- Click the numbered link to open a record.
Date Filters
Date Filters enable you to specify up to two date/time-based intervals with which you can filter data. Date Filters restrict the data displayed in the report to records that exist within the specified date ranges.
To create a Date Filter: 1) Begin with Interval #1. 2) In the first drop-down list, select a report parameter (e.g., Date Created). 3) In the second drop-down list, select a pre-existing date-range to apply to that report parameter (Future, Today, This Month, etc.), or select Custom to define your own date range. 4) If you selected Custom, enter the Start Date / Start Time and End Date / End Time. 5) Enter dates in MM/DD/YYYY format (or click the calendar icon), and times in 24-hour format (HH:MM:SS), based on United States Pacific Time. 6) You can add a second date filter. 7) By default, the Interval #2 begins with AND. You may select OR instead. 8) Select a report parameter and a date range, as you did for Interval #1.
Advanced Filters
This section enables you to set up and apply various logic rules with which you can filter data. These Advanced Filters enable you to create highly customized reports. To create an Advanced Filter:
1) Select the Column that you wish to use to filter data.
2) Select an Operator. The operator specifies how the data field contents will be evaluated to create the filter, such as equals (=) or is not equal to (<>). Below is a list of operators and their meanings.
| Operator | Meaning |
| = | Equals |
| > | Greater than (numeric values only) |
| < | Less than (numeric values only) |
| >= | Greater than or equal to (numeric values only) |
| <= | Less than or equal to (numeric values only) |
| is one of | A list of items against which the value will be evaluated. The value must be found in the list for the condition to be met. Each item must be separated by a comma from the next, with no intervening space, as in: value 1,value 2,value 3. |
| is not one of | A list of items against which the value will be evaluated. The value cannot be in the list for the condition to be met. Each item must be separated by a comma from the next, with no intervening space, as in: value 1,value 2,value 3 |
| contains | String of characters that appears anywhere within the value |
| does not contain | String of characters that should not be found anywhere within the value |
| begins with | String of characters at the beginning of the value |
| does not begin with | String of characters that should not be found at the beginning of the value |
| ends with | String of characters at the end of the value |
| does not end with | String of characters that should not be found at the end of the value |
| is blank | Field should contain no data (null/empty) |
| is not blank | Field should contain some data |
3) Specify a Value — this is a string of text—for example, "North Carolina" or "@certain.com." For "yes" you can use the numeral 1, for "no" you can use the numeral 0.
4) Use the and – or – )and( – )or( drop-down menu as the logic to join your filters if you are going to specify more than one Advanced Filter.
- If you select and between two filters, records will be excluded only if both conditions are true.
- If you select or between two filters, records will be excluded only if one or the other of the conditions is true.
- The )and( selection enables you to complete the grouping identified by the previous Advanced Filters, create another grouping of the subsequent Advanced Filters, and join these two groups with a logical and.
- The )or( selection enables you to complete the grouping identified by the previous Advanced Filters, create another grouping of the subsequent Advanced Filters, and join these two groups with a logical or.
- Typically you will use the )and( – )or( selections when you wish to use a logical and to join groups that use a logical or internally or when you wish to use a logical or to join groups that use logical and internally. There is no need for grouping if you are only using only logical ands or logical ors.
For example:
- Condition A and Condition B and Condition C and Condition D — No need for grouping.
- Condition A or Condition B or Condition C or Condition D — No need for grouping.
- (Condition A and Condition B) or (Condition C and Condition D) — Grouping is necessary to produce the desired results.
- (Condition A or Condition B) and (Condition C or Condition D) — Grouping is necessary to produce the desired results.