Search and filter a report for yourself

To narrow a report down, type in the search box at the top, or set a personal filter: click Filter next to the search box and choose a field. Personal filters are yours only: they stay when you come back to the report, and they do not change the report for anyone else. Your active filters are listed under Applied Filters, where the cross after each one removes it.

Before you start

You need access to the report; see Find and read a standard report.
The report’s own main filter, set by someone who can change the report’s Settings, always applies. You can narrow the result further, but not widen it.

Steps: search

Open the report.
Type in the box that says “Search documents…”. The search looks through the documents in the current view.

Steps: set a personal filter

Open the report.
Click Filter next to the search box and choose the field to filter on. The list has the report’s shared fields, such as Title, Status and Responsible, and the module’s fields, also fields that are not columns in the report.
Set the filter in the controls that appear under the top bar. What they offer depends on the kind of field:
- A list field (for example a dropdown, Status or Responsible): choose the values to include. The filter applies as soon as you choose.
- A text field: type the text the field should contain, then press Enter or leave the box.
- A number field: enter a minimum and a maximum value. Leave one empty if there is no limit.
- A date field: choose a From and a To date. Either can be left empty.
- Blank or not blank: dropdown and tick-box lists have blank and not blank at the top; text fields have Field blank and Field not blank.
The details for every kind of field are in Which documents a report shows: document types, filters, search and sorting.

What you should see

The report now shows only the documents that match. Your active personal filters are listed under Applied Filters, each as the field name followed by the values you chose. Your filters are still there the next time you open the report.

Remove filters

One filter: click the cross after the filter under Applied Filters. It is removed at once, without a question.
All filters, on a phone or tablet: a red button with a filter icon (Remove all filter) is shown in the top bar when you have personal filters, the report is on one module and you have the Create right on that module. It asks “Are you sure you want to delete all personal filters?”; click Yes. On a computer, remove the filters one by one.

Good to know

A main filter already set. If the report’s main filter already covers a field, you cannot add a personal filter to it. When you choose such a field under Filter, the message is: “A main filter has already been applied to this field, which prevents the addition of a personal filter. If you want to select different values for this field, you need to contact a superuser.” To change the main filter, ask someone who can change the report’s Settings: the tab is shown to the report’s creator and to users with the Admin level on the Super area row. Your user administrator can tell you who has it.
Personal. Search, personal filters and sorting never change the report for other users.

Next step

Export a report