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Using Filters

Before creating a filter, it is a good idea to understand what they do and why you would want to use them. The filter system is a powerful tool when setup correctly, and within the Ivinex CRM platform, filters can be used extensively.

What is a filter?

A filter processes a data structure (typically a list) in some order to produce a new data structure containing exactly those elements of the original data structure for which a given predicate returns a value of true.

Simplified Usage Example: You have a data list (shoes). You want to filter out all shoes that are “blue”, and you also want to show shoes that are “size 9″. Using filter criteria (or multiple criteria), you can modify the original data list to only include your specific data.

Example Logic: Shoes NOT EQUAL TO “blue” AND Shoes EQUAL TO “size 9″.

Filter & Module Relationships

It is important to remember when creating filters, that filters in the Ivinex CRM platform are always associated with a module (data set). Because of this, filter criteria options will change based on the module (data set) you are working with.

Creating/Modifying Filters

When creating or modifying filters, you will almost always have 3 different sections available to you:

  • Search Criteria: Where you build the filter logic.
  • Select Columns: Where you customize what record set columns appear when viewing the filter.
  • Permissions: Where you adjust who can view and edit the filter.

Search Criteria

 

Fig. 5 - Popup to create new Display Conditions

Fig. 1 – New Filter Popup Window

There are several buttons on this form, starting with the “Add Criteria” button (Fig. 1). This is the button you will click the most when creating filters. Clicking it once will give you one new set of criteria to work with (Fig. 2).

Fig. 6 - Adding filter criteria

Fig. 2 – Adding filter criteria

The first dropdown field will contain system defaults, and global defaults (that are always available). The rest of the choices will be data module fields from the module that this filter applies to (Fig. 3.1).

Fig. 3.1 – First Field Options

  • System Defaults
    • Created By: The USER who created the record.
    • Created Date: The DATE the record was created.
    • Modified By: The name of the USER that last modified the record.
    • Modified Date: The DATE  when the record was last modified.
    • Record ID: The Ivinex record ID (each record in Ivinex has a unique ID).
  • Global Defaults
    • – CURRENT USER — This is used to select a specific Ivinex USER.
      Example: CURRENT USER | EQUAL (to) | Joe Smith
    • – Linked Status – This is used to determine if records are linked to a module, specific record, or both.
      Example 1: Linked Status | Linked To | Companies (module) | none selected
      Example 2: Linked Status | NOT Linked To | Companies (module) | ABC Company (specific record)
      Example 3: Linked Status | Linked To | User Input | 1020:[Field: collection_id]
    • – Converted Status – This is used to determine if a record or records were converted from one module into the module that the filter applies to.
    • – CURRENT GROUP – This is used to pick a specific USER GROUP.

The second dropdown field is a list of comparison operators. The comparison operators vary depending on your choice in the first dropdown. The field type associated with the data column (first dropdown) will determine what comparison operators are available (Fig. 3.2).

Fig. 3.2 – Second Field Options

  • System Default Comparison Operators
    • Equal: Result is exactly equal to the third field option.
    • NOT Equal: Result is not equal to the third field option. Field Syntax and blanks work here as well.
    • Changed: Result is if Option1 has changed then the this criteria is true. You should leave the third option blank.
    • NOT Changed: Result is if Option1 has not changed then the this criteria is true. You should leave the third option blank.
Note: Because the comparison operators change based on what you selected in the first dropdown field, the following list will help you to know what comparison operators to expect based on your selection.
  • Global Default
    • – Linked Status –
      • Linked To: Used to determine if the current module records are linked to another module (in some way).
      • NOT Linked To: Used to determine if the current module records are NOT linked to another module.
    • – Converted Status –
      • Converted From: Used to determine if the current module records were converted from another module.
      • NOT Converted From: Used to determine if the current module records were NOT converted from another module.
  • Data Type: 
    • TEXT
      • Equal – Result is exactly equal to the search term (for example, searching for ‘Dave’ will return ‘Dave’ but not ‘Daveson’)
      • Not Equal – Result is not the search term (for example, searching for things not equal to ‘Dave’ will not return ‘Dave’ but it will still return ‘Daveson’)
      • Contains – Result is equal to or contains the search term (for example, searching for ‘Dave’ will return ‘Dave’ as well as ‘Daveson’)
      • Not Contains – Result doesn’t contain the search term (for example, searching for things not containing ‘Dave’ will not return ‘Dave’ or ‘Daveson’)
      • Starts With – Only returns results that start with the search term (for example, searching for ‘Dave’ will return ‘Dave’ and ‘Daveson’ but not ‘McDave’)
    • SELECT (DROPDOWN), USER
      • Equal
      • Not Equal
    • DATE, DATETIME, TIME
      • Equal
      • Not Equal
      • After
      • Before

The third field options change based on what the field type is. The following list will help you know what to expect here (Fig. 3.3).

Fig. 3.3 – Third Field Options

  • Global Default:
    • – Linked Status –
      • The third field with be a dropdown containing:
        • List of all your data modules with a tool to select a specific record (from the selected data module).
        • – User Input – Text field which will accept Field Syntax.
    • – Converted Status –
      • The third field will be a dropdown containing all of your data modules.
  • Data Type:
    • SELECT (DROPDOWN), USER
      • The third field will be a dropdown field.
    • TEXT
      • The third field will be a textbox.
    • DATE, DATETIME, TIME
      • The third field will be a DATE field.
Note: When filling in your date, you can use an actual date (mm/dd/YYYY), or you can use the keywords ‘Today’ and ‘Week’ (Sun-Sat). You can also use +/- modifiers.
Yesterday: Today-1
Tomorrow: Today+1
This Week: Week
Next Week: Week+1
Now: Now
Note: In some cases you can use Field syntax in the third option.
Also, leaving the third option blank can be helpful for showing records where the field is blank.
Example 1: Option1 | EQUAL | [Field: first_name]
Example 2: Option1 | EQUAL |        <– blank.

The last item dealing with the new criteria will be a delete link that will allow you to delete the criteria you just created.

Filter Criteria Groups

Filter criteria groups are a way to group a set of criteria into one group and then group another set of criteria into another group. This can come in handy when you want to evaluate a whole group of criteria before evaluating another criteria, or another group of criteria.

Filter Criteria Group AND/OR

Filter Criteria Group AND/OR

In between the two groups you will see a dropdown that has two options, “AND” and “OR”. This means that the filter will apply if BOTH groups are true (“AND“) or if EITHER group is true (“OR“). You will see these “AND/OR” dropdowns inside groups of criteria if you add more than one criteria per group as well.

Filter Criteria Group Example:

Filter Criteria Group Example

Filter Criteria Group Example

In the first group we are evaluating record owners (the Ivinex user assigned to the record). In this example filter we want to see records where the owner is EQUAL to Bret OR the owner is EQUAL to Bruce.

In between the 2 groups we are using AND because we want one of the criteria from the top group to be “true” AND the criteria in the bottom group to also be “true”.

In the second group we are looking for records where the account is NOT EQUAL to blank AND the sales stage is NOT EQUAL to lost.

Select Columns

Coming soon..

Permissions

Coming soon..

Example Filters

Example: EQUAL / NOT EQUAL
Example: EQUAL / NOT EQUAL

EQUAL / NOT EQUAL

Example: CHANGED / NOT CHANGED
CHANGED / NOT CHANGED

CHANGED / NOT CHANGED

Note: The third option is ignored when using CHANGED or NOT CHANGED.
Example: CONTAINS / NOT CONTAINS
CONTAINS / NOT-CONTAINS

CONTAINS / NOT-CONTAINS

Example: BEFORE / AFTER
BEFORE / AFTER

BEFORE / AFTER

Example: STARTS WITH
STARTS WITH

STARTS WITH

Note: The example filter will return all records where the last name starts with an “S” OR starts with “Ba”. Names like Smith and Barker will be included in the returned record set.
Example: CONVERTED FROM / NOT CONVERTED FROM
CONVERTED FROM / NOT CONVERTED FROM

CONVERTED FROM / NOT CONVERTED FROM

Note: In Ivinex, you can use conversion options to convert records from one module to another. This example filter is looking for all RECORDS (in the current data module) that were CONVERTED from a MODULE called “Opportunity”, AND NOT CONVERTED from a MODULE called “Lead”.
Example: LINKED TO / NOT LINKED TO
LINKED TO / NOT LINKED TO

LINKED TO / NOT LINKED TO

Note: in the example above we are asking for all records that are linked/not linked to a specific MODULE. The last field was left blank. The last field can be used to change the logic from linked/not linked to a specific MODULE to linked/not linked to a specific MODULE RECORD.
Example: –LINKED STATUS– & –USER INPUT–

The –USER INPUT– option for –LINKED STATUS– is probably the most powerful and confusing type of filter you can build. For a MODULE filter, you may not find a use for this, but when you use it in a WORKFLOW filter, or LINKED RECORD field type filter, you can build some powerful filters that are not possible any other way.

Example Images Coming Soon..

Where To Use Filters

Data Modules: Each data module in Ivinex will have a filter tool located in the record list window.

Admin – Group Manager – Permissions: You can apply filters to the read and edit permission settings for each data module.

Admin – User Manager – Permissions: You can apply filters to the read and edit permission settings for each data module.

Admin – Linked Record (field): Filters applied here will pre-filter the list of items you can pick from when setting the linked record field.

More Information Coming soon..

Finishing Up

The last field in the New Filter popup is a “Filter Name” text box. This is where you give the filter a name.

Once you give your filter a name you can go ahead and save it to close this popup box.

Revisions

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