Filter and sort list views

Overview

Filtering and sorting options enable you to organize the data that is presented in a list view. You can then, dependent on the permissions assigned to your role, save these custom list views so that they are easily accessible. 

Administrators have access to all list view functionality, but other roles have different levels of access depending on the custom permissions that have been set.

List views are made up of four key elements: 

  • The list view name.
  • The filter that is applied.
  • How the data is sorted.
  • The columns presented.

Each different combination of these elements comes together to create a specific list view.

Creating a custom list view

If you want to filter the list view so that, for example, only jobs that are pending allocation in San Francisco are displayed: 

  1. On the Jobs list view, click Filters to display the Filter records modal.
  2. Click Add filter.
  3. From the first dropdown menu, select Region > Name.
    The Region Name field highlighted in the first Add Filter dropdown menu.
  4. From the operator menu, select equals.
  5. In the third field, enter San Francisco.
  6. Click Add filter to add your second filter.
  7. Select Status in the first field.
  8. From the operator menu, select equals.
  9. From the third field, select Pending Allocation.
    The Filter menu with all fields filled in as described in the previous steps.
  10. Click Confirm. The filter is applied to the list view.

Filters

Use filters to restrict the data that is displayed. Filters are composed of three main elements: 

  • callout 1 The field. 
  • callout 2 The operator.
  • callout 3 The value.

The Filter menu with numbered callouts.

Filter logic

Multiple filters can be combined to refine which records appear in the list. Click Add filter to create additional filters.

When using the query builder to combine multiple filters, the AND operand is assumed. Alternate operands can be used in the advanced filtering mode. For more information, see Filter logic (advanced filtering) below. 

Filter fields

The fields available to use in a filter are all the standard and custom fields on the given object and any standard or custom field on a directly related object. Fields from related objects are additionally prefixed with the related objects’ name. For example, Region > Name.

The Filter menu with the first dropdown menu expanded.

Filter operators

The list of available operators changes depending on the type of field you have chosen to filter by.

  • Equals
  • Not equal to
  • Contains
  • Does not contain
  • Starts with
  • Does not start with
  • Ends with
  • Does not end with

Advanced filter logic

Click Switch to advanced in the Filter records modal to display the Lucene filter query view and enable the advanced filtering mode, which can be used to construct more sophisticated queries. Manually enter fields in the Lucene query filter window or select field references from the dropdown menu and copy them.

Filter queries should follow standard lucene query syntax.

The Filter logic field highlighted in the Filter menu.

For example:

Operand Definition
AND Finds records that match both values.
Region.Name:"San Francisco" AND JobStatus:"Pending Allocation"
OR Finds records that match either value.
Region.Name:"San Francisco" OR JobStatus:"Pending Allocation"
NOT Finds records that exclude values.
NOT(Region.Name:"San Francisco") AND JobStatus:"Pending Allocation"

Relative date filtering

Date math is supported in the same way as solr. Date math makes it easy to create times relative to fixed moments in time. 

Date math can start with either NOW or a specific datetime following the format: 1972-05-20T17:33:18.772Z

You can then follow up with modifiers:

  • + adds a time period to the date.
    For example: NOW+5DAYS
  • - subtracts a time period from the date.
    For example: NOW-5DAYS
  • / rounds to the start of the given time period.
    For example:
    Start of the day: NOW/DAY
    Start of the month: NOW/MONTH

Note: All date modifications are done using the Gregorian calendar and Monday is considered the start of the week.

Time periods

The supported time periods are:

  • MILLISECOND or MILLISECONDS
  • SECOND or SECONDS
  • MINUTE or MINUTES
  • HOUR or HOURS
  • DAY or DAYS
  • WEEK or WEEKS
  • MONTH or MONTHS
  • YEAR or YEARS

Examples

  • Now: NOW
  • Start of the month: NOW/MONTH
  • Start of last month: NOW/MONTH-1MONTH
  • End of last month: NOW/MONTH-1MILLISECOND
  • Start of next week: NOW/WEEK+1WEEK
  • End of next week: NOW+2WEEKS/WEEK-1MILLISECOND

Sort

The Sort data modal enables you to change the displayed order of records. For example, a scheduler may want to see the most recently created jobs first.

The Sort data modal is made up of two elements: 

  • callout 1 The sort field.
  • callout 2 The sort order (ascending or descending).

The sort data modal with the options indicated by numbered callouts.

Columns

The Customize columns modal enables users to customize the fields displayed in the list view and change the order in which they are presented. 

An administrator must configure the fields available for use in a list view, but once configured, a general user can choose which ones are displayed and change the order in which they appear in the table.

The Customize columns modal is made up of four elements:

  • callout 1 A search to quickly find the columns you wish to display. 
  • callout 2 The columns available to be added to the list view.
  • callout 3 The columns that are currently selected for display.
  • callout 4 The display order of the columns.

The Columns menu with the columns option highlighted and numbered callouts.