Using Filters in Reports


Written by Reina Gallion

Last published at: December 12th, 2018

An easy way to filter out unnecessary data before you run your report is to use the Pre-Filters stage. This stage allows you to select specific processes, request statuses, and form types to report on. If you choose to not select something, it will automatically be filtered out of your report when you run it for the first time.

Tip: ExampleMany reports will initially contain requests that were marked as "Abandoned" before a decision was made. One common use of pre-filtering is to eliminate these requests from your report by un-checking that request status from the Request Statuses section.

You can use the Filters button to eliminate rows you don't want in your report. In addition to hiding unwanted data, filtering eliminates rows from any totals or averages you have in a report. Rows that you have filtered out will not be included in any charts or crosstabs you create, either.

To begin filtering, click the Filter button and choose the column you want to include in your filter. Then select the type of comparison you would like to make in the column. Finally, add the value you would like to include in the comparison.

Filters can be read like sentences. In the example below, the filter can be read as "Request Status does not equal 'Denied". This filter will include every request in the table except those with the status "Denied" (this was simply an example, that filter can be easily completed in the pre-filters section).

When filtering on numeric data or dates, you can filter by a specific value, or you can filter by a range. In the example below, the filter includes requests with a decision date between January 1, 2017 and a sliding date of "Today". You can also filter on other sliding dates. Those would allow you to filter requests for a date range that would be updated every time you run the report. For example, you could filter out all but the grants made last month, or all but payments due next quarter (updated each time your run the report).

You may need to add more than one filter to a report to have the effect you want. In the example below, two filters have been added. The first filters amount awarded to only include values over 500. The second includes requests with a decision date between January 1, 2017 and a sliding date of today.

Note that the example below filters amount awarded to display values over 500 AND those with a decision date between those two dates. You can also combine filters with an "or" statement. To switch and "And" to an "Or" when looking at a list of filters, simply click on the word "And."

For more complicated situations, you may need to group filters together with parenthesis. 

  • This can be done by using the arrows that appear to the right of each filter when you have more than one filter in a report. 
  • The report pictured below, for example, has a single filter that displays amount awarded values greater than 500. Then it has two filters that work together to include requests that fall between two different date ranges. The parenthesis around the two date ranges filters are necessary to ensure requests that were not denied but that fall between one OR the other range are included in the report.