Features

Sorting and Filtering Clients Lists

You can sort and filter the information in the Clients list.

When a sort order or filter has been applied to a column in the default or saved view that is currently shown, or when you apply a sort or filter, this is indicated in the column heading.

  • 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.

2291 Clients List Column Heading List Icon.gif

Sorting

To sort a column, click the column heading to sort that column. This initially sorts that column in ascending order.

2123_New_Lists_Sorted_Column.gif

Click the column heading again to sort the column in descending order.

2124_New_Lists_Sorted_Descending.gif

To restore the original sort order, click the column heading.

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 sort on a different column, this removes the prior sorting that was applied.

Filters

Filters can be applied:

  • From the Filters tab on the left-hand side.
  • Clicking the Filter icon in the Column Heading for the relevant column. 

As you make your selections, the list updates automatically to reflect the filters.

You can filter the list on a column even if that column is not currently displayed in the list.

Filters are not available for all columns. If the icon is not displayed, the column cannot be filtered, for example, a Custom Field with the type 'Number'.

Note: 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. 

When a column has been filtered, the Filter icon will be displayed in green.

3800_Client_List_filter_active.gif

Selecting Filters from the Filters tab

  1. Click the Filters tab on the left-hand side of the list to expand the Filters. The width of this section of the lists can be dragged left or right.

  2. The Filters tab displays a list of all the columns that can be filtered on. In the Clients list this will include Custom Fields.
    2165_New_Lists_Filters_tab.gif
    The columns that are included in the current list are displayed in the Filters tab in alphabetic order.

    At the top of the Filters tab, you can use the Search to find a column. Then click to expand the column you want to apply the filter to. In the following example, the search has been entered to find all columns that start with "Mod".
    2308_New_Lists_Filters_Search_in_Filters_Tab.gif
  3. Click to expand the column that you want to apply a filter to.
    2305_New_Lists_Filters_Column_expanded_Clients.gif
  4. 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.

    2306_New_Lists_Filters_Column_Selected_Clients.gif
  5. 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.

    2307_New_Lists_Filters_Search_Column.gif
  6. 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

  1. Make sure the relevant column is included in the list (refer to Adding/Removing/Moving Columns in the Clients Lists).

  2. Click the Filter icon in the column heading. If the icon isn't displayed, filtering is not available for that column.
    2311 New Lists List Icon on Column Heading Clients.gif
  3. Initially, this displays the Filters settings for that column. Tick and untick options to filter as required, or click Reset to return to the default settings.
    2313 New Lists Column Heading Filter Selected Clients.gif
  4. You can use the Search at the top of the Filters to search for values.
    Enter the search text and press the Enter key.
    2314 New Lists Column Heading Filter Search Clients.gif
  5. Click Reset in the expanded Filter to select all the values. This is the same as clicking Select All.

Filtering on Name in the Clients List

When applying a Filter to the Name column in the Clients list, the Filter is always added with the qualifier of "Contains".

2320_Filter_Name_in_Clients_List.gif

The following is an example of filtering where the Name contains the text "all".

2321_Filter_Name_Added_Clients_List.gif

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.

Using Search in the Filters

When using the Filters for relevant types of columns, you can use the Search to apply a filter. For example, when adding a Filter for the Client Group, you can use the Search in the Filter to enter all or part of the Client Group.

Note: You need to press the Enter key to accept the selection found by the search in the Filter

This automatically selects the values and applies these as the filter.

2129 New Lists Part Search in Client Group.gif

The search is refined as you type additional characters and when you press the Enter key, the list is displayed using the search entered in the filter for that column.

2128 New Lists Search in Client Group.gif
The search is used in the same way when displaying the filters from the Filters tab, and you need to press the Enter key to accept the selection found by the search in the Filter.

2154_New_Lists_Filter_Tab_Search_in_Client_Group.gif

Filtering on a Date

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.

2142 New Lists Filter Dates.gif

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.

2144 New Lists Fixed Dates selected.gif

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.

2145 New Lists Fixed Quick Dates Selector.gif

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.

2315 New Lists Fixed Dates Filter Tab.gif

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).

2143_New_Lists_Relative_Filter_Dates.gif

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.

2159_New_Lists_Filter_Tab_Relative_Filter_Dates

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 DaysWeeks, 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.

3126_Relative_Date_Filter_Custom_Between.gif

Filtering on "Blank"

When applying a filter to relevant columns, this allows you to select "Blank" to filter on values that are empty.

The following is an example in the Clients List of the filter for a Custom Field Client Level which allows "Blanks" to be selected to filter Clients that have no Client Level selected.

2323_Filter_Blank_Clients_List.gif

Filtering on Users

When using a filter for columns such as Created By or Modified By, you can select "(System)" to filter on anything that has been created or modified by the System, such as when they are created or modified by an Automation Process or App.

2141 New Lists Filter System.gif

Resetting the View to Clear Column Filters and Sort Orders

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.

  1. Click the View Tools button, which is at the end of the column headings, on the right-hand side of a list.
    2304_Clients_List_View_Tools.gif
  2. 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.

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