Using Filters

In this article

Background

Use filters to find the data that meets the criteria you specify. For example, you might only want to see jobs with open issues or quotes that have turned into jobs. You can also filter a specific field by a text string, number or date. Filters are added to Views ( see Related Articles to learn more about Views).

Step-by-step

General instructions for creating a filter:

  1. Select Job::View Jobs, Account::View Accounts, or Calendar::View Calendar menu
  2. Click the Options... button, the click Add Filter... button
  3. Select a Filter Type, then select a field from the drop down list. Based on the field selected, different options appear:
    • Date fields - find all values with no date or find values in a specified date range
    • Number fields - find all values that are blank or find values in a specified range
    • List of value fields - find or exclude specific value(s) from the dropdown list
    • Text fields - find all values that are blank or enter a filter string
  4. Make selections and click OK. A short text description of the filter will appear in the Options dialog along with buttons to edit or delete it.
  5. Click OK and filtered results will be displayed.
  6. (optional) Click the Options... button again to add another filter or save the view by clicking Save View... button

Example - Show jobs with open or urgent issues

Video
Steps
  1. Select Job::View Jobs menu
  2. Click Options... button
  3. Click the Add Filter... button located to right of Show only Jobs where:
    1. Filter Type: Select "Issue"
    2. Find jobs where: Select "Urgent" and "Open" and then click OK
  4. You are now back at the Jobs-Options window. Next to Show only Jobs where: you'll see a description of the filter you just added "An issue is Urgent or Open".
  5. Click OK and the results will be displayed. (Near top of page under Options... button the selection criteria appears - Filters: An issue is Urgent or Open.)
  6. Click Save View... button and type in a name.

Example - Show jobs that have been fabricated, but not installed (requires: two filters)

Video
Steps for Filter 1 - Find the jobs where fabrication is complete
  1. Select Job::View Jobs menu
  2. Click Options... button
  3. Click Add Filter... button at right of Show only Jobs where:
    1. Filter Type: Select "Job Activity Status"
    2. Find jobs where: Select "At least one" and "Fabrication"
    3. Status is: Select "one of" and "Complete" and click OK
  4. You are now back at the Jobs-Options window. Next to Show only Jobs where: you'll see a description of the filter you just added "At least one fabrication activity is complete".
  5. Now repeat the steps to add a filter for jobs that have not been installed. See Filter 2 below.
Steps for Filter 2 - Find the jobs where install is not completed.
  1. On the Jobs-Options window click Add Filter... button 
    1. Filter Type: Select "Job Activity Status"
    2. Find jobs where: Select "At least one" and "Install"
    3. Status is: Select "not one of" and "Complete" and click OK
  2. You are now back at the Jobs-Options window. Next to Show only Jobs where: you'll see a description of the filter you just added "At least one install activity is not complete" below your first filter.
  3. Click OK so the results of the combined filters will be displayed.
  4. Click the Save View... button and enter a name.

Example - Show jobs with installs scheduled in the next 3 days

  1. Select Job::View Jobs menu
  2. Click Options... button
  3. Click Add Filter... button to the right of Show only Jobs where:
    1. Filter Type: Select "Job Activity Status"
    2. Find jobs where: Select "At least one" and "Install"
    3. And before: Type the number 3 in the box preceding day(s) from today
    4. Status is: Select "not one of" and "Complete" and click OK
  4. You are now back at the Jobs-Options window. Next to Show only Jobs where: you'll see a description of the filter you just added "At least one Install activity occurs no more that 3 day(s) from today is not Complete".
  5. Click OK and the results will be displayed.
  6. Click Save View... button and enter a name.

Example - Show jobs that do not have a Template date

  1. Select Job::View Jobs menu
  2. Click Options... button
  3. Click Add Filter... button to the right of Show only Jobs where:
    1. Filter Type: Select "Job Activity Status"
    2. Find jobs where: Select "At least one" and "Template"
    3. Start date: Select "no date" and click OK
  4. You are now back at the Jobs-Options window. Next to Show only Jobs where: you'll see a description of the filter you just added "At least one Template activity has no start date".
  5. Click OK and results will be displayed.
  6. Click Save View... button and type in a name.

Example - Show jobs that do not have a Fabrication activity

  1. Select Job::View Jobs menu
  2. Click Options... button
  3. Click Add Filter... button to the right of Show only Jobs where:
    1. Filter Type: Select "Job Activity Status"
    2. Find jobs where: Select "No" and "Fabrication" and click OK
  4. You are now back at the Jobs-Options window. Next to Show only Jobs where: you'll see a description of the filter you just added "No Fabrication activity exists".
  5. Click OK and results will be displayed.
  6. Click Save View... button and enter a name.

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