In the CRM, a filter refers to a general list view in a module, which shows the contents of that module – accounts/contacts/quotes/etc. – as a list. The filter determines which fields are shown as columns, the order in which the entities are shown and if the entities are delimited by some criteria.
There can be several filters in each module for different kinds of needs – for example the default filter in the Invoices module could list all the invoices without any limitations in the order they were created, but if necessary, one could select another filter which would show only the invoices which have not yet been sent.
In addition to filters, you can also create Kanban views for the modules. We will publish a guide of its own about Kanban views in the near future.
Default Filter and Editing the Existing Filters
Each module has at least one filter, Default list, which displays all the entities in the module in the order they were created. Like the name implies, this filter is usually the default filter for the module, but if you wish to do so, you can select another filter as default.
This can be done by clicking the name of the filter currently in use and then by clicking the star button before the filter’s name (see the picture below). The star will turn yellow for the new default filter.
By clicking the name of the filter in use, you can also edit and delete already existing filters with the edit and delete buttons. With basic user rights you can only edit and delete your own filters, whereas with admin rights you can also access public filters and filters made by other users.
Creating a New Filter
You can create an entirely new filter by clicking the Create new button at the top left corner. The new filter will be created based on the filter currently in use, so it might be practical to consider first changing the filter to another that already has columns and/or conditions needed in the new filter as well.
The first step is to provide some general information about the filter, i.e. the following settings (see also the picture below):
- Show as – In the case of filters, this has to be List. The other available option is Kanban.
- Filter name
- Add relation – If the columns or conditions in the filter require information from some other module in addition to the original module, you can add a relation to this module with this setting. E.g. in the picture below, information from the Accounts module is needed to complement the Contacts module, and is therefore added as a relation. There can be only one relation per filter.
- Show to all users – This setting makes the filter public, which makes it available for other users as well.
- Share with reporting group – Only available for admins. By enabling this setting, you can select the reporting group(s), with which the filter should be shared.
After the first step, you can proceed to the Fields phase from the top of the view.
In the Fields phase, the columns of the filter are displayed and can be edited on the left-hand side of the view, right below the blue guide text area (see the picture below).
You can change the order of the columns’ fields by dragging and dropping. The filter is sorted by the desired field in either ascending or descending order by clicking the arrow icon at the top right corner of the field. You can remove the field with the X icon right next to it.
You can add new columns from the picklists at the right-hand side of the view by first clicking open the module with the desired field (the original module and a possible relation module added in the Basic + relations phase are available) and then by dragging and dropping the field to the left. You can also search for the fields with the Search field.
The next phase is Conditions. Without any conditions the filter shows all the content in the module and the information they have in the fields selected as columns in the Fields phase. If any filtering is needed, the rules are defined in this phase.
Like in the previous phase, the field needed in a condition can be selected and dragged from the right-hand side of the view to the left-hand side. Then, depending on the field type, you can select an operator (incl. is / is not / contains, or in the case of a date field e.g. last month) and at least a suitable value.
Only mine and Only my reporting group options are an easy way for adding conditions for the filter to show only the entities assigned to the user using the filter or their reporting group.
All the conditions are in AND relation with one another by default. This means that all the conditions must be met for the entity to be shown in the list. To have OR relations between the conditions, you can click the OR button at the top left corner of the condition group. If it is necessary to use both AND and OR relations, you can use the New group button to create a new condition group. This way e.g. the first group can have AND relations between the conditions and the second one OR relations (see the picture below).
After determining the conditions, you can proceed to the last phase to include KPI views in the filter. If they are not necessary, you can save the filter and start using it with the Save button.
In the optional KPI phase, you can create 1-3 KPI (Key Performance Indicator) views to be shown above the filter. These views are small summaries of the contents of the filter. At its simplest, you can have a KPI show the quantity of the entities in the filter, but it can also e.g. compare entities of a particular rating relative to the whole group or display averages or totals. We will publish a guide of its own about Kanban views in the near future.