How to Create a Custom Filter

A knowledge base article about How to Create a Custom Filter provided by the UC Berkeley IT Service Hub - Knowledge Portal

 

How to Create a Custom Filter (and Add to Favorites bar)

Use breadcrumbs and filter builder to create and save a custom filter for the searches you use every day.

 Go to any list, for example, My Groups Work. 

Use the Search fields that appear at the top of the list or the Filter Builder  icon to open the custom filter tool to customize the list.  (If the Search fields are not visible, click the Magnifier icon in the list header.)

Search fields;

Filter Builder  controls view;

Search fields

For Search fields, enter a condition in a field, then hit keyboard Enter key to apply the condition.  (You may need to hit Enter after each condition is entered, changed or removed.)

 

Filter Builder

For Filter Builder conditions, click 'And' or 'Or' button to add another filter condition. (Click the Minus icon to remove a condition.) Select a field from the table, by clicking the down arrow in the first field (example 'Active').  Select an Operator in the 2nd field (example 'IS').  Then enter or select a Value in the 3rd field (example 'True' ... Active is a boolean field in the table, and the appropriate values are either 'True' or 'False').  Once you've customized the conditions [Add, Change, Remove, apply Sort], click the Run button to apply the filter to the list.  Verify your results.

(FYI: The Assignment group condition in the above example is a special programmed filter condition.  To have multiple Assignment Groups [as an example] in the filter that you build, you will need to use an 'OR' condition in the Filter Builder, and add an 'Assignment Group' 'IS' condition for each group that you want to appear in your list.) 

 

Right-Click Filtering

You can also 'in list' filter by right-clicking a value in the list then selecting Filter Out or Show Matching in the drop-down menu that appears;

 

Breadcrumbs

Next to the Filter Builder icon is the Breadcrumbs;

You can remove a singular condition in the breadcrumbs/filter by clicking on the arrow pointer (>) before the condition.  You can remove all the conditions after a condition in the breadcrumbs by clicking on the last condition's text that you want to keep.  Example, clicking on 'Active = true' in the above example will remove 'Status != Resolved' AND 'Priority = 1 - Critical' in the breadcrumbs/filter.  While clicking on 'All' in the breadcrumbs will remove all of the filter conditions.

 

Once you get the list filtered as you want, in the Filter Builder view, you can also save the filter in it's current state by clicking the 'Save Filter' button. 

 

Give the filter a name in pop-up dialog, and the current filter will be saved to your filters list.

 

Favorites

Or, you can save it to your Favorites bar in the Left-Navi by clicking on the hamburger  icon in upper-left of the list frame, and selecting Create Favorite in the drop-down menu.

 

Give your custom list a name.  You can also customize the icon and icon color.  Click Done.

 

Along with your custom filtered lists, you can position your cursor over any item in the left-navi bar and click the Star  icon that appears to right of the text to add that item to your Favorites.  Favorites are under the Star  icon in the left-navi bar.  You can customize your Favorites -- change position, rename, change icon/color -- by clicking on the Pencil  icon at the bottom of the left-navi bar for Favorites. To remove an item from Favorites, position your cursor over that entry and click the Minus  icon that appears to the right of the text.

 

 

 

Operators

Several logical operators are available for each field type when creating a condition.

Field type
Operators
Field type
Operators
String:
  • starts with
  • ends with
  • contains
  • does not contain
  • is
  • is not
  • is empty
  • is not empty
  • matches pattern
  • matches regex
  • is anything
  • is one of
  • is empty string
  • is same as
  • is different
Reference:
  • is
  • is not
  • is empty
  • is not empty
  • starts with
  • ends with
  • contains
  • does not contain
  • is anything
  • is empty string
  • is same as
  • is different
Date-time:
  • on
  • not on
  • before
  • after
  • between
  • trend
  • relative
  • is empty
  • is not empty
  • is anything
  • is same as
  • is different
  • is more than
  • is less than
Numeric:
  • is
  • is not
  • is empty
  • is not empty
  • less than
  • greater than
  • less than or is
  • greater than or is
  • is anything
  • is same as
  • is different
Choice list (integer):
  • is
  • is not
  • is one of
  • is not one of
  • is empty
  • is not empty
  • less than
  • greater than
  • less than or is
  • greater than or is
  • is anything
  • is same as
  • is different
Choice list (string):
  • is
  • is not
  • is one of
  • is not one of
  • contains
  • starts with
  • ends with
  • does not contain
  • is anything
  • is same as
  • is different
Boolean:
  • is
  • is not
  • is empty
  • is not empty
  • is anything
  • is same as
  • is different
Event:Note: These operators are in addition to the operators provided by the base field type.
  • changes
  • changes from
  • changes to

Saving Filters

Depending on your access rights, you may save filters for everyone, a user group, or yourself.

To save a filter:

  1. Create or modify a filter.

  2. (Click the Filter Builder  icon [to open the wizard if it's not already open]).

  3. Click Save Filter.

  4. Enter a name for the filter in the Filter name (required) field.

  5. Select who the filter is Visible to:
    • To create a personal filter, select Only Me.
    • To create a global filter (all users -- requires access rights), select Everyone.
    • To create a filter for a specific user group (requires access rights), select Group and then enter or search for the group name.

  6. Click Submit.

Using Saved Filters

  1. To run a saved filter, click on the Filter Builder  icon, if it's not already visible.

  2. Select Load Filter.

  3. Select the filter name you want to run.

  4. The filter runs and the breadcrumbs appear.

Editing Saved Filters

  1. To edit or delete personal filters, click Filter Builder  icon, if not already visible.

  2. Click Load Filter button

  3. To Delete a Filter, click on the Minus  icon to the right of the filter name

  4. To Edit, click on a filter that you want to change (This applies the filter in your list view.)

  5. Change your filter's conditions as needed (see above methods -- Breadcrumbs, Filter Builder, Search fields, right-clicking Filter Out/Show Matching entries)

  6. Once you've made your changes, click on the Save Filter button in the Filter Builder area

  7. Enter the same Filter name (Required) as the existing filter to overwrite, or enter a new name (to save a new filter)