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Filtering and Sorting

Overview

Filtering and sorting within a list or report is a valuable tool for finding a specific entry into the report. Filtering relates to the ability to streamline what is shown in a report and only show on the screen the information that is required. Sorting refers to the ability to have the information in the columns appear in the ascending or descending order as required.

How To Filter and sort within a list or report

• Open any list (e.g. Sales Report etc.)
• Position the cursor over the field and data that you want to search on. e.g. To filter Sales History by an employee name position the cursor over that employees name in the name column
• Right Click with the mouse

You will now have the following option:

• Custom Filter List - This is a list of filters that you have previously saved AND Filter - Select this to add the field (name) that you have selected into a filter
• Right Click again and select Preview You will now see that your list has been reduced to only those entries that match the filter. For the above example, that will be Sales history for the employee selected.
• You can add multiple selections to a filter be repeating the same process.

In the above example you may now want to filter by Department name. Right Click the department name you want included and select AND Filter again, then right click and preview.

Viewing the Filter

The filter you have created will show at the bottom of the screen and will look something like:

[[Lastname]= 'Smith'] AND [[ClassName] = 'Burleigh']

Exclude Filter

Alternatively you may want all departments except one. In this case use the same process but select AND EXCLUDE Filter

OR Filter

To select two departments you could also use OR Filter for each department selection

Add Custom Filter

If you are happy with the filter you have created and want to reuse the exact same filter in the future you can save the filter in your Custom Filters List.

• Right Click the report again
• Select ADD Custom Filter

The Custom Filter window will pop up so that you can give it a name. You can also edit the SQL string directly in this window

Recalling Custom Filters

You can recall a custom filter by opening the list to which it relates and selecting the desired filter by name from the drop down list in the Custom Filters field