Filter the Data

Filters decide which data a report shows. A filter can narrow the rows before they are grouped (only this year's orders) or the finished result (only customers whose total is above 1,000). You can also let the people who run the report change a filter, for example to pick their own period.

Watch the short video, then follow the steps below.

Menu	Reports > Report Builder > a report > Design
Permission	Build reports and manage own custom reports and views
Feature	Report Builder

Can't find it?

What you see depends on your role. If the menu, a button or a setting on this page is missing, ask your administrator to give you the permission listed above or to turn on the feature. Only administrators can turn features on and change site settings.

Add a filter

1. Drag a field onto Filters, or click the filter icon next to it in the Data pane.
2. Click the filter to set it in Properties on the right.
3. Pick a Condition and enter a Value.

Setting	What it does
Applies to	Rows, before grouping filters the data itself. Result, after grouping filters the finished rows, for example customers whose total is above 1,000: pick the result Column to compare.
Condition	How the value is compared. See Conditions.
Value	What to compare with. A date without a time covers the whole day. For is one of and is none of, enter one value per line. For is between, enter From and To; leave a side empty to leave it open.
Let viewers change this filter	Shows the filter above the report so the people who run it can change it. The values you set become its defaults.
Filter label	The label viewers see.
Control	How viewers pick values. See Let viewers change a filter.

Filters combine: a row must match every filter. Filters that viewers cannot change always apply, and viewers cannot see or remove them.

To remove a filter, click the cross on it.

Conditions

The conditions you can pick depend on the type of the field:

Field type	Conditions
Text	is, is not, is one of, is none of, contains, does not contain, starts with, ends with, is empty, is not empty
Numbers	is, is not, is one of, is none of, is greater than (after), is at least (on or after), is less than (before), is at most (on or before), is between, is empty, is not empty
Dates and times	is, is not, is greater than (after), is at least (on or after), is less than (before), is at most (on or before), is between, is in the last number of days, is in the next number of days, is empty, is not empty
Yes or no	is, is not, is empty, is not empty

Text is compared without regard to upper and lower case. is empty matches rows with no value, and text that is blank. is in the last number of days counts today: the last 7 days are today and the 6 days before.

Let viewers change a filter

Check Let viewers change this filter to show the filter above the report. The people who run the report change it and click Show. The values you set are what the report opens with. A filter viewers can change is marked Viewer on the Filters shelf.

Pick the Control viewers use:

Control	What viewers see	Fits
Automatic	A control that suits the field and condition.	Any field
Text box	A box to type a value.	Text, numbers, dates
Drop-down list	A list of the values found in the data, to pick one, or Any.	Text, numbers
List with several choices	A list of the values found in the data, to pick several.	Text, numbers
Recent period	A choice of Today, Last 7 days, Last 30 days, Last 90 days, Last 12 months or All time. Its Default period is what the report opens with.	Dates
Date range	A start and an end date.	Dates
Number range	A smallest and a largest number.	Numbers
Yes or no	A choice of Any, Yes or No.	Yes or no fields

Some controls set the condition for you: a range uses is between, a list with several choices uses is one of, and a recent period uses is in the last number of days. A list with more than eight values has a search box.

The date filter a new report starts with

When you add the first data set to a new report, the builder adds a filter on its main date, such as when records were created. It is a Recent period that viewers can change, set to the last 30 days. Reading only that period keeps a report over a lot of data quick and complete.

• To start on another period, click the filter and change its Default period.
• To show all the data, pick All time, or remove the filter with its cross.

Examples

You want	Filter
Only open activities	Status is Open, applied to rows.
Orders of three regions	Region is one of North, South and West, one per line.
Customers who spent more than 1,000	Result, after grouping: the Sum of Total column is greater than 1,000.
Records with no email	Email is empty.
A report people run for their own period	The main date with Let viewers change this filter and the Recent period control.
A report people run for one agent at a time	Assigned to with Let viewers change this filter and the Drop-down list control.

Next: Visuals.