Filters and Queries
Professional business
Filters are used to restrict a list of requests, assets, or jobs to those that match search criteria.
More than one filter criteria can be applied at a time, and then the set of filter criteria saved as a Query and then reused time and time again.
Request Filters: Date of Request, unique Request Reference, Area, Form and Form Data, Submitting User (i.e. the user who raised the request), Assigned User, and Client Reference.
Asset Filters: Form and Form Data, Area, Customer Asset ID
Job Filters: Expected Start and End Dates, Actual Start and End Dates, Job Template and Form Data, Priority, unique Job Reference, Resource (which is the Team assigned to the Job), and Client Reference.
The video tutorial below will explain how to set up filters and queries in further detail.
Saved Filters
If you find yourself using a set of filters frequently to do your work, Saved Filters will save you the hassle of reconstructing them every time you want to apply them.
To create a saved filter, simply set some filters in the Requests, Jobs, or Assets manager page, click the text that says “Untitled Query”, give it a name, and then click ‘Save as new’.
Now, when you want to use that Saved Filter again, you can open the Saved Filters sidebar (via the button to the left of “Hide Filters”). Here, you can view and apply any of the filters you have saved; these are only visible to you by default.
Tip!
If you’re using the ‘Table’ view and have set up custom columns, these columns will be saved in your Saved Filter. The next time that you restore the filter, the table columns should return to how you had them set for your convenience!
Favorite Filter
If there is a filter which you wish to apply by default any time you open the Requests, Jobs, or Assets manager page on the web app, you can set it as your ‘Favorite’.
To do so, open the Saved Filters sidebar, hover over the filter you want to favorite, and click the star icon.
Now, any time you open the manager page in a fresh session, that filter will be automatically applied for you.
The favorite filter won’t override any filters you set on the manager page if you go to a different page and then come back. It will only apply when the browser is refreshed, or the page is opened for the first time in a new session.
Shared Filters
Having your own private filters is great, but sometimes it makes more sense for an administrator to create one or more filters and then share them with other users in the Workspace. For this, we created Shared Saved Filters.
To be able to share Saved Filters, your user profile must have the “Share Saved Filters” permission. By default, this is granted to Owners and above.
To share one of your existing Saved Filters, follow the guide below.
Open the Saved Filters sidebar using the button of the same name.
If the button is greyed out, you don’t have any Saved Filters yet
Hover over the filter you would like to share.
Click on the share icon (
) to open the sharing menu.
Choose whether the filter should be available to everyone in the workspace, or only to members of select teams - then click ‘Save’.
All invited users will receive a notification alerting them that the Saved Filter has been shared with them - they can now access it from the Saved Filter sidebar under “Shared Queries”.
You’re done! Each invited user can now see the Saved Filter you shared with them.
If a user you shared with also has the “Share Saved Filters” permission, they will also be able to edit the shared Saved Filter
If at any point you wish to un-share a Saved Filter, you as the original creator can enter the “Share” menu and select “Only me” to remove other users' access.