A filter means the module’s general list view which shows the entities in that module as a list. The filter determines which fields are shown on the list, in which order the entities are listed and whether the entities are actually filtered.
Each module can have several filters for different kinds of needs. For instance the Invoices module could have a default filter that shows all the invoices without filtering them in the order they were created, but you could also choose to use a filter that only shows the invoices which haven’t been sent yet, or a filter that shows more information about the invoices than the default one.
The managers of client responsibility units (CRU), sales channels and sales groups and admin users have more settings available than other users – for more information, see the last two sections of this guide.
Selecting the Filter and Filter Actions
The actions concerning the module’s filters are located at the top right corner of the module’s list view (see the picture below). The picklist shows the name of the filter currently in use and you can change the filter by selecting another filter from the picklist. Next to the picklist, there are also a bunch of buttons, which are usually the following:
- Generic filters – If the star button is yellow, an admin has created new generic filters which can be activated by clicking the button.
- New – Creates a new filter.
- Copy – Copies the current filter to use as a template for a new one.
- Edit – Edits the current filter. Primarily you can only edit the filters you have made yourself (and an admin can edit any filter, excluding the default filter All).
- Delete – Deletes the current filter. Similarly to editing filters, you can only delete your own filters. NB! Do not delete a filter you have set as default!
- CSV/Excel – Exports the entities showed in the current filter as a CSV or Excel file.
Creating and Editing Filters
You can create a new filter by clicking the New or Copy button.
First, you must specify the following information:
- View Name – the name that is shown in the Filters picklist.
- Set as Default – sets the filter as a default view for you.
- Set as Public – sets the filter public, so that all the other users can also use it. This setting requires an admin to approve the publication of the filter (for more information, see the section Filters’ Visibility to Other Users further below)
You can then select the fields shown as columns in the Choose Columns section (see the picture below). There can be max. nine fields and they can not appear repeatedly.
Next you can determine the default sorting for the filter’s data (see the picture below). If you do not make any changes for this setting, by default the entities are sorted by their CRM ID in ascending order (practically from the oldest to the newest by their created time).
Lastly, you must specify the actual filtering rules in the Filter section. These rules filter out only the entities that meet the conditions made. If you do not write any rules, all the entities will be shown in the order specified by the sorting order.
You can write a rule by selecting a field from the first picklist, an operator (equal, not equal, etc.) from the second one, and by writing a suitable value in the third field. With date and picklist fields, for instance, a button will appear next to the third field and you can use it to select the value.
The consecutive rules are in and relation with each other, which means that the conditions on every row must be met for the entity to be shown in the list. You can create or relations only between two or more values of the same field by writing all the needed values and separating them with commas (see the picte below).
There is also a separate filter Massmailing read, which can be used to show contacts or leads that have read a specific email.
Below the Or heading, there are fields that can be used to filter entities by their value in certain date fields (e.g. the Created Time or Modified Time on accounts). Select the date field which is used for filtering from the Select a Column picklist. In the Select Duration field, you can set the time interval by either selecting an automatic interval (e.g. last month) or by selecting the “Custom” option and setting the Start and End Dates yourself in the fields below.
Filters’ Visibility to Other Users
A filter is personal by default, but you can choose to set a filter public for everyone by activating the Set as Public. A public filter can be deleted only by the user who has created it or an admin user.
When a filter has been set as public, an admin user sees it in their Filters list in a Waiting status. When an admin approves the filter with the Approve button , the filter is visible for every user in the system. An admin can also later prevent the filters’ public use with the Deny button .
An admin user sees all the filters in the system in their own Filters list. The filters made by users have the name of the creator in brackets after the filter’s name. The filters are listed below three headings in the picklist:
- Waiting – the filters that have been set public, but have not yet been approved by an admin.
- Public – the filters that have been set public and have been approved by an admin.
- Others – all the other filters, like the personal filters of other users. In addition to admins, also other users can see filters below this heading if they have subordinates.
Sales Organization Buttons for the Filter
It is possible to add your own sales organization’s buttons for the filter, so that you can easily adjust the view to show your own, your sales group’s or your sales channel’s entities (based on the Assigned To field).
You can get the buttons by creating a Own Sales Select rule for the Assigned To field (see the picture below).
When you select this particular filter, you will see three buttons next to the Filters picklist. You can use them to filter only the user’s own entities or the entities of the user’s sales group or sales channel.
Additional Settings for Managers and Admins
The users that have been set as managers and admin users have a few more settings available for the filter. These include:
- List in Metrics – Adds a summary of the filter for the home page key metrics. Key metrics are a personal home page report that can show small summaries of different modules based on selected filters. The report is not shown by default, but you can activate it in My preferences.
- Set as Generic – Shares the filter with a certain sales group, sales channel or CRU.
The admin users have also the following settings:
- Set as Default → For Everyone – Sets the filter as the default view in the module for every user. NB. Make sure, that the filter is also public.
- Homepage Filter – This selection is used when the filter must be available for home page filters.
The managers of CRUs, sales channels and sales groups and admin users can create generic filters, which means sharing a filter with the users in a certain sales group, channel or CRU. This way you can make sure the whole group of users have all the information they need in a view. Only the creator or an admin can edit a generic filter.
You can set a filter generic by activating the Set as Generic checkbox and then selecting the CRU/sales channel/sales group the filter is meant to share with (see the picture below). A manager can only select a unit whose leader they are – for example the manager of a sales group can create a filter only for their own sales group, but the manager of a sales channel can create a filter for the whole sales channel or just for one sales group in the channel. Only an admin can use the All selection like in the picture below.
Only the creator of the filter or an admin can delete a generic filter. The deleted filter will be removed from all the users.
The users can decide which generic filters they want to activate for their own use. The user can activate a filter by clicking the star button next to the Filters picklist . After activating the filter it will appear in the Filters picklist.