You can sort and filter the information in the Jobs list to narrow the number of results displayed. Column headings will display icons to indicate when a Sort Order or Filter has been applied.
- Sorting - Indicated by an up or down arrow
- Filtering - The Filter icon is displayed in green when there is an active filter.
In the following example, a Filter and a Sort have both been applied to the Name column.
Sorting
Sort is available where the column heading can be clicked.
Click the column heading to sort the column. This initially sorts that column in ascending order, indicated by the Up arrow.
Click the column heading again to sort the column in descending order, indicated by the Down arrow.
To restore the original sort order, click the column heading until the arrow has been removed.
Sorting on columns only sorts on a single column at a time, the last one that was clicked. If you have sorted a column (ascending or descending) and then click to sort on a different column, the previous sorting will no longer apply.
Filters
Filters can be applied:
- From the Filters tab on the left-hand side.
- From the Filters option in the Column Heading for the relevant column.
The list will be automatically updated as filters are applied.
Please note:
- Filters are not relevant for certain columns. If the Filter icon is not displayed, filtering is not available for that column.
- Client and Job Custom Fields are not linked. If you wish to filter on a custom field value in a Client List, that field must be available in the Client List. This is the same for Job Lists, where the column must be available as a Job Custom Field.
- You can filter on columns even if they're not currently displayed in the list by using the Filters tab.
When a column has been filtered, the Filter icon will be displayed in green.
Selecting Filters from the Filters tab
The Filters tab displays a list of all the available filters, allowing users to filter by a column even if that column has not been added to the list.
- Click the Filters tab on the left-hand side of the list. A list of the available filters will be displayed in alphabetical order, including Job Custom Fields. If a Filter is currently active, the Filter icon will be displayed next to the field name.
To change the width of the tab, hover the mouse over the right border until the icon changes to horizontal arrows, and click and drag to your desired width.
- At the top of the Filters tab, use the Search to find a column. In the following example, the search has been entered to find all columns that start with "mod".
- Click to expand the column that you want to apply a filter to.
- From the expanded column, click to select or deselect any of the values as required, or enter the relative filters if available.
Deselecting the (Select All) in a Filter will uncheck all items in the list. - Where the filter contains a Search box, search for values in the Filters by entering the search text at the top of the expanded Filter.
Enter the search text and press the Enter key. - Click Reset in the expanded Filter to reselect all the values, or click Select All.
Selecting Filters from the Column Heading
- Make sure the relevant column has been added to the list.
- Click the Filter icon in the column heading. If the icon isn't displayed, filtering is not available for that column.
- The Filters settings are displayed, including the values that can be filtered.
- Click to select or deselect any of the values as required.
- You can use the Search at the top of the Filters to search for values within the filter. Enter the search text and press the Enter key.
To remove a filter, click Reset in the expanded Filter to select all the values, or click Select All.
Using Filters
Some filters offer a range of options, for example, filtering by fixed or relative dates, exact or contain searches, or more.
The options are available when filtering both from the column heading or from the Filters sidebar.
Names
When filtering on the Job Name, you can apply a filter as Equals (case-sensitive) or as Contains.
The following is an example of filtering where the Name equals "Quarterly Return Job Q2".
The following is an example of filtering where the Name contains "quarterly".
The same options are available when filtering from the Filters sidebar.
When filtering by the Name (multi) column, the filter is case sensitive and must match exactly e.g. searching for "billing" will not return results with "Billing".
Dates
For date columns, you can enter the filter as Fixed, and enter a fixed start and end date, or as Relative and select an operator to set the Date Range that is Relative to today.
Click the Filter option on a date column.
Note: Filtering Jobs by Modified On may result in inaccurate results, as minor updates to job-related data in Xero Practice Manager can change the Modified On timestamp without modifying the job itself. For accurate results, it is recommended to filter by a Job State or Custom Field, such as "Last Contact date".
Fixed Date Range
When Fixed is selected, click on both the Start Date and End Date and select a date for each of these from the calendar pop-up. You can also use the selector to quickly set the Fixed Start Date and End Date.
Click the arrow next to the End Date to display a list of selectors that can be used, for example, "1M" to automatically select one month.
Selecting one of these selectors sets the Start Date relative to today's date. For example, "2D" sets the Start Date as yesterday. You can then set the End Date by clicking on it and selecting a date from the calendar pop-up.
Note: Selecting "Last Week" will find Jobs that were created/modified in the last 7 days from "yesterday".
To clear a Fixed Date Range, click the column name again and click Clear in the Select Date Range pop-up.
Relative Date Range
When Relative is selected, you can select from one of the operators to apply the date range as relative to today. The selection can be set to:
- Today
- Yesterday
- Tomorrow
- Last Week
- This Week (Mon-Sun)
- Next Week
- This Month
- Last Month
- This Quarter
- Last Quarter
- This Financial Year
- Last Financial Year
- Older than 90 Days
- Past
- Future
- Custom
For example, if you want to display all Jobs that were created yesterday, select "Yesterday" to set the date as starting and ending on yesterday's date. If you want to display all Jobs that were created in the last week, you would select "Last Week"; this will set the date range as starting from seven days ago and ending today.
Relative Dates are useful when using Views in Custom Automation Processes, as the date will automatically adjust relative to the current date, compared to using a Fixed Date Range that would need to be adjusted before running the Automation.
To clear a Relative Date Range, display the Filter again and click Clear.
The Custom Relative Filter option allows you to return results based on a specified number of days, weeks, or months relative to the current date.
When entering a Custom filter, you will be prompted to enter a numeric value, for example, 2. Negatives can be added by using the hyphen prefix e.g. -3.
The range can be selected from a drop-down, with the values Days, Weeks, or Months.
The last field is used to determine whether it should be an Exact date, or a date range using the Between option.
In the example above, if today's date was the 23rd of November, selecting "Exactly" would return results for the 21st of November only. Selecting "Between" would return all results for the 21st - 23rd of November inclusive.
Numbers and Decimals
For specific columns containing Numbers and Decimals, Relative Filters can be used to filter values to a specific range. This includes Custom Fields with a Type of "Numbers" or "Decimals".
The selection can be set to:
- Less than
- Less than or equal to
- Greater than
- Greater than or equal to
- Between
- Equals
- Does Not Equal
Click the drop-down to select the required option.
For example, the WIP column, available to Elite practices, can be filtered by "Greater than" 0 to show outstanding WIP.
The following is an example in the Jobs List of a Custom Number field, "Job Estimated Hours", using the "Between" filter to display values between 10-20 hours.
Blank Values
The "(Blank)" option allows users to filter on empty values, for example, filtering by Client Group to show clients that don't belong to a Client Group.
Note: The Assignee column in the Jobs list cannot be set to "Blank".
Users
In addition to users in the practice, you can also select "(System)" to filter on anything that has been created or modified by FYI. For example, jobs created or modified by an Automation Process or app, rather than an individual user.
Resetting the View
You can clear any of the column filters or sorts you have applied, and reset it to the filters and sort order in the selected view.
- Click the View Tools button at the end of the column headings on the right-hand side of a list.
- Click Reset View.
Saving Layouts
You can save the changed layout using Save View. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.