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Filter Data
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Filter is a way to slice the data and help you focus only on the information you are currently interested in.
A filter can be cleared at all times, making it possible to return and view all the results again.
The filter function has a few options:
A) Filtering
B) Save a filter
C) Open (a saved filter)
D) Properties
E) Delete Filter
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Filtering
The filter is made out of five basic terms, which together make up a row.
. Three rows are open in default, but filling in one row is the minimum for slicing information.
You can delete a term row by pressing on the (-) button or add a term row by pressing on the (+) button.
In each row terms are filled according to the information you want to extract.
Let's say you have a contact form with the standard fields: name, company, email, contact purpose, subject, description and attachment.
Many people have filled in this form and now when you enter the Report page of this contact form there are 100 entries.
You would like to slice the data so only the people whose contact purpose was technical 'support' and who filled in the form after 18/7/2006 will be extracted.
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What you have to do is this:
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1)
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Fill in the first term row.
Pick the field 'contact purpose' from the field list.
Choose the operator 'contains' and fill in the where field with the word 'technical'.
Leave the show checkbox unchecked (checking the 'show' checkbox narrows the result table by showing only the checked field column, and
You would like to see all the fields for now, so leave it unchecked).
Choose the operand 'and' – an operand determines the relation between this term row and the next term row.
So choosing 'and' means that only data entries that fit both row terms will be extracted.
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2)
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Fill the second term row
Pick the field entry date' from the field list.
Choose the operator '>' and fill in the where field with the date '18/7/2006'.
Leave the show checkbox unchecked.
No need to Choose an operand on this row because the relation between the two rows has already been set in the first row.
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3)
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Pick the number of rows you would like to see in the result table at once and
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4)
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Press 'go'.
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5)
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The result of this will be a result table with data entries that have the same value (technical support) in the 'Contact purpose' field
And whose entry dates are after the 18/7/2006.
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Save a Filter
If you find that you use a certain filter a lot (because you are looking for the same kind of information), then it's time to save your filter for future use.
saving a filter means that:
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1) You can enter the report page of a form (which in default shows all the data entries), and use this filter when you want to slice the data.
2) When saving the filter you can also specify it as a user shortcut that will appear in the data center.
This will allow you to enter the report page of the form after it has been filtered.
This means that when entering the report page you will only see the data entries that fit the filter terms.
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Steps to save a filter:
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1)
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Fill in the filter terms. You may want to apply the filter before saving it so you can see if the end result is indeed what you want, but you are not obligated to do so.
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2)
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Go to the toolbox left menu, and choose 'Save' from the Filter options.
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Right after pressing on that option a user message will appear, asking you to fill in the filter name,
And a pop up window will open
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Give your filter a short name (no need to worry about spacing between words or file extension)
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Fill in the description field if you like- it is not a mandatory field.
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'Create link to public report' checkbox – if your form is a public form (which means others can access it and fill it).
In this example I chose to create a link. This means its report is also public and may be accessed by others.
By choosing to create a link to a public report you can use this link to let others access it.
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'Create shortcut?' checkbox – make sure that the check box is checked if you want this filter to appear as a shortcut
In the data center.
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7) Press 'Save'.
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Open a Filter
If you want to apply a saved filter on the entry results all you need to do is to go to the toolbox left menu,
And choose 'Open' from the Filter options.
A pop up window will appear containing all the saved filter of that form.
All you need to do is pick the filter you want and click on it.
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Filter Properties - Edit or View
If you want to edit the properties given to the filter when saved you can open its
Properties window to do so.
Steps to view/edit filter:
1) In order to view the filter's properties you will need to open it first.
2) once the filter is open go to the toolbox left menu, and choose 'Properties' from the Filter options.
3) a pop up window with the properties will appear and the values in it will be editable.
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4) Press on 'save' to keep changes.
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Delete a Filter
You can only delete a filter from the filter list shown when pressing 'open'.
Steps to delete a filter:
1) Go to the toolbox left menu, and choose 'Open' from the Filter options.
2) Pick the filter you want to delete and press on the delete icon (x) placed in its row.
3) You will be asked to confirm the filter deletion. Press 'ok'
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4) A pop up message will appear telling you that the filter was deleted successfully.
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