You can sort and filter the information in the Clients list to narrow the number of results displayed. Column headings will display icons to indicate when a Sort Order or Filter has been applied.
- The up arrow or down arrow shows if a sort has been applied.
- The Filter icon shows if a filter has been applied to a column.
In the following example, both a Filter and a Sort has been applied to the Name column.
Sorting
To sort a column, click the column heading to sort that column. This initially sorts that column in ascending order.
Click the column heading again to sort the column in descending order.
To restore the original sort order, click the column heading until the arrow is 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 Filter icon 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 all columns. If the Filter icon is not displayed, the column cannot be filtered.
- 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 Client 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, you can 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.
Deselecting the (Select All) in a Filter, removes all the Filter items in the list. - You can 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 select all the values. This is the same as clicking 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 de-select any of the values as required.
- Use the Search at the top of the Filters to search for values. 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 contains the text "all".
In the Clients list, adding a filter for the Name column also automatically adds this as the search criteria in the Search Clients field.
In the Clients list, applying a Filter to the Name column will also find the text if it is all or part of the Email address, Client Code or Export Code.
When displaying filters from the Filters tab on the left-hand side of the list, and entering a filter for a text column, this is used in the same way.
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.
Filtering on a 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.
For Fixed, you can also use the selector to quickly set the Fixed Start Date and End Date.
Click the button next to the Start Date End Date options to display a list of selectors that can be used, for example, "1D" for one day, "2D" for two days, "WTD" for week to date, "1M" for 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 Clients 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.
The filter on a Date column is used in the same way when setting a Fixed filter from the Filters tab.
Filtering on a 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
If you want to display, for example, all Clients that were created yesterday, you would select "Yesterday" to set the date as starting and ending on yesterday's date. If you want to display all Clients that were created in the last week, you would select "Last Week" and this sets the date range as starting from seven days ago and ending today.
This is especially useful when saving views and for views used in Custom Processes so you can set up views that will always have the date range relative to today (refer to Saving Changes to the View Layout, Modifying and Deleting Views and Custom Processes using Views and Summary Notifications).
To clear a Relative Date Range, display the Filter again and click Clear.
The filter on a Date column is used in the same way when setting a Relative filter from the Filters tab.
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 below of -2 days, 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 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 Employees Custom Field can be filtered to show all clients that does not equal zero (including blank values).
The Between filter allows you to enter a range, for example, 25-50 employees.
Blank values
The "(Blank)" option allows users to filter on empty values, for example, filtering the Custom Field Client Level to show clients where a Client Level has not been selected.
Users
In addition to users in the practice, you can also select "(System)" to filter anything created or modified by FYI, for example, when clients are created or modified by an Automation Process or app.
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, which is 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.