Using Filters in Reports

Written by Reina Gallion

Last published at: September 23rd, 2019

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. For example, the filter below would allow you to see only requests within the 2019 Fall Grants process in your report. Requests from other processes would be filtered out.

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, 2019 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. In the example below, two filters have been added. The first filters the amount awarded to only include values over $500. The second includes requests with a decision date between January 1, 2019 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. Click the AND button to change the operator to OR.

In some situations, you may need to group filters together with parentheses. 

  • 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 example below has a single filter that displays amount awarded values greater than $500. The two specific date range filters are placed between parentheses, telling the report to include requests from 1/1/2019-6/1/2019 OR 1/1/2018-6/1/2018.  
    • The combination of these filters reads as: Show requests with an amount awarded greater than $500, AND that have a decision date between 1/1/2019-6/1/2019 OR 1/1/2018-6/1/2018.
  • Click the (-) icon to remove a set of parentheses, or the (+) icon to add a set.