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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
A) Quick Filter
B) Open (a saved filter)
C) Save a Filter
D) Share
E) Properties
F) New
G) 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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Quick Filter
Filling in the filter term rows may also be quickly done through the result grid header by pressing on the filter icon located in all field headers.
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Steps to quick filter:
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1)
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press on the filter icon of in certain field header.
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2)
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a small section will open under this header containing an 'operator' listbox, a 'where' textbox, 'go' button and a 'clear' button.
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3)
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choose the operator and fill in the 'where' term. for example: field: contact purpose, operator: contains, where:technical.
Notice that filling in the terms through the quick filter will simultaneously fill them in in the main filter section above.
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4)
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Press on "go" to apply the filter or press on the "clear" icon to clear the term from the filter rows.
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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 save it as a user shortcut that will appear in the data center.
Clicking on the shortcut name from the data center will show you only the filtered report data.
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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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'Share' checkbox – if you form is a public form (which means others can access it and fill it) you can turn on this option to make your report public as well.
In this example the "Share" checkbox is turned on which means that the report is also made public and may be accessed by others.
The next time you enter the "properties" window you will see a link to the public report next to this option.
Another way to access the public report once this checkbox is turned on is to use the "share" option.
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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
You can apply a saved filter on your report entries by using the' Open' option located in the toolbox left menu.
A pop up window will appear containing all the form's saved filters and all you need to do is click on the filter you want to use.
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Share - public report or public filter
If you want to share your report (filtered or not filtered) or chart you created based on the report you can do so using this option.
Please note that a form needs to be defined as "public" in order to make its report/chart public as well.
Steps to share your report/chart:
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Decide what part of information you want to make public and slice your data in accordance.
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Create a filter/chart and press on "share".
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if you have not saved this filter/chart you will be asked to do so - make sure you turn on the "share" checkbox in the "save window".
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Choose the "share" option in the toolbox left menu. You will be given a Url or Iframe code to copy and paste. Form the iframe option you can enter the
width and height dimensions you wish to embed before copying the code.
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Filter Properties - Edit or View
If you want to edit the properties (first given to the filter when it was 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 the filter 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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New
When you are finished working with a certain filter using the "new" option clears all the filter terms and makes it possible to create and save a new filter.
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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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