Create a filter in List v3

You can create a filter to restrict what records appear in a list by providing a set of conditions. When you run the filter, only records that meet the specified conditions are listed.

Before you begin

Role required: none

About this task

The filter can include conditions from a related list. For example, you filter the problem list to show high-priority problems. You can add a related list condition to include only those high-priority problems that have one or more related incidents.
Note: List v3 is supported only in UI16.

Procedure

  1. Click the show / hide filter icon (Show or hide filter icon) beside the breadcrumbs in UI16.
  2. Select a field from the first choice list.
    You can dot-walk to a field on a referenced table, as shown in the following example. An arrow icon appears beside each reference field. Click the arrow to open additional reference fields to the right to find the field to use.
    Dot-walking in a filter in List v3
  3. Select an operator from the next choice 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.
  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
    Add a top-level condition Click New Criteria below the condition builder.
    Add a dependent condition Click AND or OR beside the condition.
    Remove a condition Click the remove condition icon () beside the condition.
    Add a related list query Click RELATED LISTS CONDITIONS below the condition builder. Select a relationship from the Table choice list and the number of records to include in the result. Optionally, select the field, operator, and value for the related table.

    Related list queries add the ability to quantify the related list query, which you cannot do if you dot-walk to the related field. For more information, see Add related list conditions.

    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].
  6. To specify the sort order of the results, click Add Sort, and complete the following steps.
    1. Select a field to sort by and select a sort order.
    2. (Optional) Click the add condition icon (+) beside the sort condition to add an extra level of sorting.
      For example, you can sort a list of incidents by state, then sort incidents of the same state by date opened.
    3. (Optional) Click the remove condition icon (-) beside a sort condition to remove it.
    4. Click Run Sort.
    You cannot add Keywords to the filter more than once.
  7. (Optional) Click Save Filter to keep the filter for future use. For more information, see Save and use filters in a list view.
  8. Click Run to apply the filter.