Using Filters | SalesJunction|Web based CRM for Small Business

Using Filters

The Filter command enables you to customize a view of records to only include those records that meet specified criteria. The system’s powerful database query engine supports both simple query statements and multiple query statements.

 

To use the Filter command, select the Filter link on one of the view displays.

 

The system will display a form similar to the one shown below:

 

 

To create filters, the system provides an easy-to-use query builder that enables you to select items from lists and enter search text. If no other filters are in use (as shown above), the Current Filter box will be empty. Also, the box located just to the right ofFilter Criteria will initially be condensed.

 

The next box contains a list of all the database fields you can select from to create your filter for your current view (accounts, contacts, opportunities) . In the example below, we are selecting the state field of the business address:

 

 

Having selected a database field (i.e. business state), the next box lists the various types of operators that can be used against the selected field. For the example below, we have selected the ‘equals’ operator:

 

 

Once an operator is selected, you can then enter the search text. Search text is not case sensitive, so you can use either upper or lower case. In the example below, we want to view only the records from the state of California, so we have entered CA into the text field:

 

 

Next, click the ADD button and the query statement is entered and displayed in the Current Filter box. Additionally, the system automatically prepares for another query statement – adding an AND in the Filter Criteria as shown below:

 

 

If you just want to use a single statement like the one shown above, simply click the Change button to accept the statement. The view screen will refresh and display only the records that match the filter.

 

 

Filters With Multiple Statements

 

Additional statements are built the same way as described above. However, you now have the option of selecting the type of multiple statement operator you would like to use:

 

Continuing our example, we will add another condition for selecting records. We will select all the records where the business address is in California AND has an industry type of Healthcare. In the example shown below, we have selected AND, the Industry field, the ‘=’ operator, and entered the text ‘Healthcare’ into the text box. After clicking on the ADD button, the next filter statement is added to the current filter box:

 

 

Once your filter has been built, click the Change button to accept the statement. The view screen will refresh and display only the records that match the filter.

 

Cancel discards any changes and returns to the previous view.

 

The Clear Filter button clears all the statements from the filter. To clear just a single statement from the filter, select it by clicking on it in the current filter box, then select Clear Item.

 

 

Another Multiple Statement Example:

 

As shown above, when building more than one filter statement, you have the choice of selecting: AND, OR, AND NEW GRP, OR NEW GRP. The ‘New Grp’ options enable you to group a condition with one or more other conditions and treat them as if they were enclosed in a set of parentheses ( ).

 

For example, suppose you wanted to see all the contacts whose Account Type is Service, but show only those contacts who are in the states of either California, New Jersey, or Pennsylvania.

 

 

After setting up the statement for selecting the account type (Service), the AND NEW GRP operator is used to group the next series of statements together. The OR operator was then used for the other statements.

 

Once your filter has been built, click the Change button to accept the statement. The view screen will refresh and display only the records that match the filter.

 

Cancel discards any changes and returns to the previous view.

 

 

Also see the help topic: Working With Views to learn how to create, save, and name customized views.