Create filters

A filter restricts what records appear in a list by providing a set of conditions each record must meet to be included in the list.

Before you begin

Role required: none

About this task

A condition consists of the following parts.
  • Field: Each field contains data from a particular column in the table. Selecting a reference field allows you to dot-walk to data from other tables.
  • Operator: Each field type has its own set of valid operators. The operator determines if a value is needed.
  • Value: Each field has its own set of valid values determined by the field type. Reference fields have access to auto-complete, and choice lists provide a list of options.
  • Grouping: Each condition line is grouped with either an AND or OR connector. The filter requires all condition lines linked with an AND connector to be met. The filter separately evaluates each condition line linked with an OR connector.

Create filters on a list using the condition builder. To make the condition builder appear every time you open the list, click the pin/unpin filter icon (Pin icon for UI16 and UI15 in UI16 and UI15, Pin icon in UI11 and Unpin icon in UI11 in UI11).

Procedure

  1. Open the condition builder in one of the following ways.
    • Click the show / hide filter icon (Show or hide filter icon) beside the breadcrumbs in UI16 or UI15.
    • Click the arrow (Arrow icon) beside the breadcrumbs in UI11.
  2. Select a field from the list.
    The field type determines the available operators and values. For example, the Active field can have a value of true, false, or empty, while a text field can have many different values. Similarly, the greater than operator does not apply to the Active field, but it does apply to the Priority field. For more information, see Condition builder.
  3. Select an operator from the list.
  4. Select or enter a value, if appropriate.
  5. Add or remove conditions to construct the desired filter by completing one or more of the following steps.
    OptionDescription
    To add a top-level condition Click AND or OR on the condition builder toolbar above the conditions.
    To add a dependent condition Click AND or OR beside the condition.
    To remove a condition Click the delete icon (X) beside the condition.
  6. To specify the sort order of the results, click Add Sort, and then select a field to sort by and a sort order.
  7. (Optional) Click Save to keep the filter for future use.
  8. Click Run to apply the filter.
    Note: To find all records that do not contain the specified value, create a filter with two conditions: [field] [is not] [value] OR [field] [is] [empty].