Using the Filter Builder

The filter builder lets you narrow any list in the dashboard down to exactly the records you need, using rules built from fields, comparators and values. You can combine conditions, group them into rules, and save the result as a smart list to reuse later.

Opening the filter panel

On any list page, click Show Filters in the toolbar. The filter builder opens beside the results; click Hide Filters to close it again. Your filters stay applied while the panel is hidden.

How filters are structured

The filter builder has two levels:

• Conditions — a single test, such as "Email Address Ends with acme.com". Each condition is a field, a comparator and (usually) a value.
• Rules — a group of conditions. Each rule has its own "Match All / Any / None of the following conditions" setting.

When you have more than one rule, a line at the top reads "Match All / Any / None of the following rules", which decides how the rules combine.

• All — every condition (or rule) must be true. Use it to narrow results.
• Any — at least one must be true. Use it to broaden results.
• None — none of them may be true. Use it to exclude records.

Adding conditions

1. Click Add Condition inside a rule (or Add Filter Rule to start a new rule).
2. Choose the field to test, such as First Name, Email Address, Date of birth or any custom field on the content type.
3. Choose a comparator from the "Select comparator" list.
4. Enter the value to compare against. Some comparators, such as "Is today" or "Is empty", need no value.

The list refreshes as you change your filters. Remove a condition with its × button, or a whole rule with its bin icon.

Comparators by field type

The comparators you can pick depend on the kind of field you chose.

Text, email, URL and key fields

• Is equal to / Is not equal to
• Contains characters / Does not contain characters
• Starts with / Does not start with
• Ends with / Does not end with
• Is one of / Is not one of — matches against a list of values you enter.

Number fields

• Greater than, Greater than or equal to, Less than, Less than or equal to (and their "Not …" opposites)
• Is between / Is not between — takes a lower and upper value.

Date fields

• Is (same day), Is before, Is after, Is between, Is not between
• Is today, Is not today, Is this week, Is this month, Is before today, Is after today, Is in the past, Is in the future
• Is in the next / Is in the last (and "Is not in the next / last") — a relative window such as the next 14 days.
• Is the same week, Is the same month, Is the same year
• Anniversary is in the next, Anniversary is in the last, Anniversary between dates, Anniversary date — these ignore the year, which makes them ideal for birthdays and work anniversaries.

Lists and references

• Is one of / Is not one of — for reference fields, such as "Scope is one of Sales, Marketing".
• Number of values is greater than / less than (and "or equal to") — counts how many values a multi-value field holds.

Any field

• Is empty / Not empty — whether the field has a value at all.

Filtering on related records

Some content types offer extra fields that look at related activity rather than the record itself. For people, for example, you can filter on Age, Relationships, Checkins, Positions, roster assignments and blockout periods, comments, workflow cards, reactions and whether they've unsubscribed from email or SMS. These typically filter on a Total (for example "Checkins Total Greater than 3"), and many let you click Add Criteria to narrow which related records are counted, such as checkins within the last 30 days.

Worked example

To find active staff in the Sydney or Melbourne offices who are over 18:

1. In the first rule, set "Match All of the following conditions" and add: Status Is equal to active, and Age Greater than 18.
2. Click Add Filter Rule. In the new rule, set "Match Any of the following conditions" and add: City Is equal to Sydney, and City Is equal to Melbourne.
3. At the top, set "Match All of the following rules".

This gives: (Status = active AND Age > 18) AND (City = Sydney OR City = Melbourne).

Saving and resetting

• Save as Smart List — saves your current filters, search keywords, columns, sort order and date range as a new smart list. See Creating and Configuring Smart Lists.
• Reset — clears your filters and returns to the unfiltered list.

Tips

• Filters only ever return records you're allowed to see, so two people using the same filter can get different results.
• The search box works on top of your filters, so you can search within a filtered set.
• Once a list is filtered, select records to act on them together. See Bulk operations and progress.

FAQs