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Dashboard Filters

Filters can be added as a widget on the Dashboard, which allow you to refine the fields in each widget by some defined search criteria. Each filter type works by defining a set of fields to filter the widget, along with additional search criteria. The filter setup allows you to choose all relevant fields in the current widget selection for the filter type. For example, a Time-based filter has access to all time fields in the available widgets, such as End Date, Start Date, and Hire Date.

Filters are created on the Filters tab of the Dashboard wizard. When a filter is applied to the dashboard, it removes all records that do not have the value in one of the fields specified in the filter, for all widgets that use the filter fields. 

Example

This dashboard has...

  • A Time filter which acts on the "Contract: Date Created" field.
  • A User filter which acts on the "Contract: Created By" field.
  • A Team filter which acts on the "Contract: Assigned Team" field.
  • A Linked Source Field filter which acts on the "Contract: Requester ID" with a link from the Person source table.

When each filter is applied, it limits the number of records in each widget, and when it is clicked it opens a table view with the filter applied.

In the Options tab of the relevant widget type setup, you can select whether the widget should have Dashboard Filters applied to it. 

If Yes, when you select a filter value, it will immediately re-draw the widget, applying the filter in the same way as the "refine" option in saved searches in other words, as additional searches on top of the searches that are already being used to create the widget data. 

The fields available for selection in each filter are based on the tables used in the widgets that are currently in the layout. If you do not see a widget field in the filter list, you should make sure that the widget is included in the Selected widgets list. 


Filter Types

The following filter types are supported:

Time

Time filters operate on time-related fields in the tables used in the widgets on the layout.

Example

A Time filter might use the Date Created fields in the Change Requests and Support Cases tables. When placed on the layout, it could then filter for records based on that field using various time values, finding records that were created this week, this month, or this year.

To create a Time filter...

  1. Select the field in each source table to which the filter will apply.
  2. For the filter options, select the time values that the filter can use, such as This Week, This Month, and so on. These values will appear in the widget as a drop-down list. 
  3. Choose the order in which the time values will appear in the drop-down list.
  4. Select whether to use custom or default look and feel styles.
  5. Click Finish, and add the filter to the dashboard from the Layout tab of the Dashboard wizard.

User

User filters operate on Person-related fields in the tables used in the widgets on the layout. The filter uses a lookup to the People table, where you select a record that filters the widget fields based on the value contained in the source field.

Example

A User filter might use the Full Name field in the People table as its source field. And for each widget, the filter might use the Created By fields in the Change Requests and Support Cases tables. You could then use the lookup on the filter to select a record from the People table, and the filter would find records in which the value in the Full Name field matches the value in the Created By fields for each widget. If you had added a saved search to find only records where the full name is yours, you could filter the records you see on the People table to include only your own user record.

To create a User filter...

  1. Select the source field in the People table that the filter will use.
  2. For each table, choose the fields in the widgets that will be filtered. 
  3. Select a view to display when the user uses the lookup on the filter.
  4. Optionally, select a saved search that will filter the records in the People table.
  5. Select whether to use custom or default look and feel styles.
  6. Click Finish, and add the filter to the dashboard from the Layout tab of the Dashboard wizard. 

Team

Team filters operate on Team-related fields in the tables used in the widgets on the layout. The filter uses a lookup to the Teams table and operates on the Team Name field.

Example

A Team filter might use the Assigned Team fields in the Tasks and Service Requests tables for each widget. You could then use the lookup on the filter to select a record from the Teams table, finding only records assigned to the Support team, or any other team, for each widget.

To create a Team filter...

  1. For each table, choose the fields in the widgets that will be filtered.
  2. Select a view to display when the user uses the lookup on the filter.
  3. Optionally, select a saved search that will filter the records in the Teams table.
  4. Select whether to use custom or default look and feel styles.
  5. Click Finish, and add the filter to the dashboard from the Layout tab of the Dashboard wizard. 

Linked Source Field

Linked Source Field filters use linked fields from a source table used in one of the widgets on the dashboard layout, which are used to filter the related values in the widget fields. The filter uses a lookup on the linked source table, where you select a record containing the linked source field.

Example

A Linked Source Field filter might use the Projects table as the linked source table and the Project Name field as the linked source field, which are linked to from the Tasks table. For each widget, the filter might use the Project Name linked field in the Tasks table. You could then use the lookup on the filter to select a record from the Projects table, and the filter would find records in which the linked Project Name source field in the Projects table matches the linked Project Name field in the Tasks table.

To create a Linked Field filter...

  1. Select a source table that contains linked fields from the widgets on the dashboard layout.
  2. Select a source field from the source table that the filter will use.
  3. For each table, choose the fields in the widgets that will be filtered.
  4. Select a view to display when the user uses the lookup on the filter.
  5. Optionally, select a saved search that will filter the records in the linked source table.
  6. Select whether to use custom or default look and feel styles.
  7. Click Finish, and add the filter to the dashboard from the Layout tab of the Dashboard wizard. 

Filter Appearance

Each filter can either use the default look and feel of a set of custom styles. The styles will affect the area outside of the selection lookup or drop-down.