Filtering process grid

Several filtering options are available for you to customize the data that you see in a process grid:

• You can define simple or advanced filters using one or several columns

• You can filter a process grid according to several values of a single criterion (column)

Whichever filter you apply to a process grid, your preference is retained for the hierarchy/process pair.

This is a warning message.

Calculated fields are not available for filtering.

Available filter operators in process grids

When working in a process grid, you can use filters to sort the content using different operators. The available operators vary depending on the type of fields configured in the grid.

An operator is an inclusive or exclusive condition (text or mathematical symbol) allowing to precisely target the filtering process.

This is a warning message.

When several filters are applied, the grid will contain only the records that match all of the defined filters.

The following table details the data types with the operators available for them:

Data Type	Operator	Description
String	contains	Returns the records containing the entered character string in the selected criterion.
	does not contain	Returns the records not containing the entered character string in the selected criterion.
	is equal to	Returns the records containing the exact entered word or letter in the chosen criterion.
	is not equal to	Returns the records except the ones containing the exact entered character string in the selected criterion.
	starting with	Returns the records starting with the entered character string in the selected criterion.
	not starting with	Returns the records not starting with the entered character string in the selected criterion.
	ending with	Returns the records ending with the specified character string in the selected criterion.
	not ending with	Returns the records not ending with the specified character string in the selected criterion.
	in	This operator enables you to filter the grid according to several values of the same criterion. The values need to be entered exactly as they are in the grid and separated by a comma (,). When the "in" operator is used, the search will return all the records containing the entered values.
	not in	This operator enables you to filter the grid according to several values of the same criterion. The values need to be entered exactly as they are in the grid and separated by a comma (,). When the "not in" operator is used, the search will return all the records not containing the entered values.
	is empty	Returns the records not containing character string value in the selected criterion.
	is not empty	Returns the records containing at least one character string value in the selected criterion.
	selection	Returns the records containing the selected values among the values of the drop-down list. This is an attention message. This operator can be used only with information fields.
List	is equal to	Returns the records containing the selected value among the values of the drop-down list.
	is not equal to	Returns the records not containing the selected value among the values of the drop-down list.
	contains	Returns the records that contain the entered character string.
	is empty	Returns the records that do not contain any value for the selected criterion.
	is not empty	Returns the records containing at least one value in the selected criterion.
Number	=	Returns the records containing the specified number value in the selected criterion.
	≠	Returns the records except the ones containing the entered number value in the selected criterion.
	<	Returns the records with values smaller than the entered value in the selected criterion.
	>	Returns the records with values greater than the entered value in the selected criterion.
	≤	Returns the records with values smaller or equal to the entered value in the selected criterion.
	≥	Returns the records with values greater or equal to the entered value in the selected criterion.
	is empty	Returns the records not containing any values in the selected criterion.
	is not empty	Returns the records containing at least one value in the selected criterion.
Boolean	is checked	Returns the records for which the value is checked in the selected criterion.
	is not checked	Returns the records for which the value is not checked in the selected criterion.
Date Datetime Time	on or after	Returns the records for which the date is on or after the one entered in the selected criterion.
	on or before	Returns the records for which the date is on or before the one entered in the selected criterion.
	after	Returns the records for which the date is after the one entered in the selected criterion.
	before	Returns the records for which the date is before the one entered in the selected criterion.
	is equal to	Returns the records for which the date is the same as the one entered in the selected criterion.
	is not equal to	Returns the records except the ones including the date entered in the selected criterion.
	is empty	Returns the records that do not contain any value for the selected criterion.
	is not empty	Returns the records containing at least one value in the selected criterion.
	selection	Returns the records containing the selected dates among the values of the drop-down list. This is an attention message. This operator can be used only with information fields.

Filtering the data of a process grid according to one or several criteria

The process grid offers a filtering field that enables you to filter the grid according to the value of one or several columns (criteria). You can use numeric, string, date, list and indicator columns to define a filter.

To define a filter on a process grid, proceed as follows:

1. Open the process with which you want to work (see Viewing a Process in Managing the basic view feature).

2. Click the Filter button above the grid. The filtering tool is opened, as illustrated in the following figure:

Filter tool

3. In the first drop-down list, on the left, select the column on which you want to apply the filter.

4. In the second drop-down list, in the middle, select the operator that you want to use for the filter. Please note that the list of available operators depends on the type of column (date, text, number, etc.).

5. In the third field, enter or select the value that you want to apply to the filter.

6. Click Apply. The filter is applied to the grid and an indicator badge is applied in the grid toolbar, as illustrated in the following figure:

Filter badge

You can add as many filters as you want by clicking the Add Filter button and repeating the procedure above. However, please keep in mind that the "AND" operator is applied by default. In other words, when the filters are applied, the grid will display only the records that match all of the defined filters. Defined filters are retained for the hierarchy/process combination when you exit the screen.

This is a tip message.

To remove a filter, see Removing individual filters from a process grid and Removing all filters from a process grid.

Filtering the data of a process grid by workflow step

The principle behind the filtering of a process grid by workflow step is identical to the application of filters according to other criteria in the application.

To filter a process grid by workflow step, proceed as follows:

1. Open the process grid in which you want to work (see Viewing a Process in Managing the basic view feature).

2. Click Filters in the process grid toolbar, located above the grid. The filter tool is opened.

3. In the first drop-down list, on the left, select Workflow Step.

4. In the second drop-down list, in the middle, select the operator.

5. In the third drop-down list, select the workflow step(s) according to which you want to filter the process grid.

6. Click Apply. The filter is applied to the grid and an indicator badge is applied in the grid toolbar.

This is an attention message.

When a filter on a workflow step is applied in the Web App interface, it cannot be removed in the Admin Portal interface and will not filter properly the process grid in Admin Portal because of difference in implementation logic between the two interfaces. If you plan to switch between the two interfaces, remove the filter on workflow step before doing so.

Filtering a process grid according to multiple values

Filtering a process grid According to Multiple Values

The v10 application offers two possibilities to filter a process grid according to multiple values of a single column (criterion):

• Filtering using the "in" and "not in" operators (string-type fields only; see Filtering a process grid according to several values of a criterion ("in"/"not in"))

• Filtering using the multiple value filtering (see Filtering a process grid using multiple value filtering)

• Filtering using the "selection" operator (string-type and date-type columns only; see Filtering a process grid using the selection operator)

Filtering a process grid according to several values of a criterion ("in"/"not in")

You can filter the data of a process grid according to several values of a single criterion using the filter tool of the process grid.

This is a warning message.

It is only possible to define several filter values for string-type criteria.

To define multiple values for a filter criterion, proceed as follows:

1. Click Filter to open the filter tool of the process grid (see Filtering the data of a process grid according to one or several criteria).

2. In the first drop-down list, select the criterion (column) according top which you want to filter the process grid.

3. In the second drop-down list, select one of the following operators: "in" (only entered values will be included in the result) or "not in" (entered values will be excluded from the result).

4. In the value field (third field), enter the exact values, separated by a comma, as illustrated in the following figure:

Defining multiple values for a criterion

5. If required, add additional criteria. You can use multiple values in several criteria simultaneously.

6. Click Apply. The process grid is filtered according to the filter definition and an indicator badge is displayed next to the Filter button in the process grid toolbar.

Filtering a process grid using multiple value filtering

You can filter a process grid according to several values of the same criterion by using several filtering conditions in the filter tool.

To do so, proceed as follows:

1. Open the grid in which you want to work and then click Filter in the grid toolbar. The filter tool opens.

2. In the first drop-down list, on the left, select the column on which you want to apply the filter.

3. In the second drop-down list, in the middle, select the operator that you want to use for the filter. Please note that the list of available operators depends on the type of column (date, text, number, etc.).

4. In the third field, enter or select the value that you want to apply to the filter.

5. Click Add Filter.

6. Select the same column in the first drop down, and then repeat steps 3 and 4.

7. Click Apply. Both filter conditions are applied to the grid.

This is a warning message.

When using multiple filtering values, the application applies the "AND" operator. While there is technically no limitation on the number of values you can use, please keep in mind that the "AND" operator is restrictive and the results displayed in the grid will have to match ALL defined criteria.

Filtering a process grid using the selection operator

This is a warning message.

The following limitations are known when using the "selection" filter operator:

• The selection is limited to 100 items (if more than 100 items are selected, the Apply button is disabled),

• the operator is only available for information columns except date columns,

• it is not possible to apply the "selection" filter operator to fields containing the comma character.

You can filter a grid according to several values of the same information column using the "selection" operator, available in the classic filter panel or the quick filter tool.

To do so, proceed as follows:

1. Open the process grid in which you want to work.

2. Click the Filter button in the grid toolbar to open the filter tool.

3. In the first drop-down, on the left, select the information column on which you want to apply the filters.

4. In the second drop-down, in the middle, select the "selection" operator at the end of the list.

5. In the third field, select one or several values among the available values in the drop-down list.

This is a tip message.

You can use the Select All and the Clear All buttons to respectively select all items or remove all the selected items.

6. Click Apply. The grid is filtered according to the selected values.

Removing individual filters from a process grid

To remove individual filters from a process grid, proceed as follows:

1. Click Filter in the process grid toolbar. The filter tool is opened.

2. In the list of defined filters, locate the filter that you want to remove.

3. Click the " X " icon at the right of the filter, as illustrated in the following figure:

Individual filter removal

4. Click Apply in the lower-right corner of the filter tool. The tool is closed and the filter is removed.

This is a tip message.

You can remove all the filters applied to a process grid by repeating step 3 until all filters are deleted and then clicking Apply. To remove all filters in one click, see Removing all filters from a process grid.

Removing all filters from a process grid

To remove all filters from a process grid, proceed as follows:

• In the process grid toolbar, click the " X " icon located at the right of the filter indicator badge, as illustrated in the following figure:

Complete filter removal

This is a tip message.

You can remove individual filters by following the procedure described in Removing individual filters from a process grid.

Using quick filters in process grids

In process grids, quick filters enable you to filter a grid according to a specific criterion (a single value in a column). This quick and convenient feature enables you to perform a quick search on a column and obtain results on-the-fly.

The quick filter bar is located under the column header bar in the grid. One quick filter field is available per grid column, to enable you to perform a search on that specific column.

This is an note/information message.

The quick filters complement the normal filter feature, but they cannot be saved as part of a view.

This is an attention message.

The following limitations apply when using quick filters:

• Calculated fields are not available for filtering.

• Quick filters do not apply to the reports attached to process grids. To filter attached reports, you must use the standard filter feature.

• Quick filters are not taken into account when the process grid data is exported into Excel.

To use the quick filters in a data grid, proceed as follows:

1. Open the "Process" component, and then open the data grid in which you want to work (see Viewing a Process in Managing the basic view feature).

2. Locate, in the grid, the column according to which you want to filter the data grid.

3. If required, click the down arrow located next to the search icon to select the operator that you want to apply (if you don't change the operator, the system applies the default operator: "contains" for text fields, "is equal to" for numeric fields, "is equal to" for date fields). The operator contextual menu is displayed, as illustrated in the following figure:

Quick filter operators

This is an attention message.

You may need to scroll to find the operator that you want to use.

4. In the search field located under the column header, enter the value according to which you want to filter the column.

5. Enter the value filter value in the search field. The search is performed on-the-fly and the grid is filtered according to your preferences.

6. If required, repeat the operation is a different column.

This is an note/information message.

To remove quick filters, refer to Removing quick filters from a process grid.

Removing quick filters from a process grid

There are two possibilities to remove the quick filters defined in a process grid (see Using Quick Filters in Process Grids):

• You can remove an individual quick filter

• You can remove all defined quick filters at once

This is an note/information message.

All quick filter will be automatically reset if you change the page in which you are working (i.e. if you exit the grid) or if you refresh the page. Refreshing the grid manually (see Refreshing a grid or an ad hoc report manually) will not reset the quick filters.

To remove an individual quick filter, proceed as follows:

1. Locate, in the process grid, the quick filter that you want to remove.

2. Click the down arrow located at the left of the quick filter field. The operator list is displayed in a contextual window.

3. Click clear at the bottom of the list. The quick filter is removed from the grid.

To remove all defined quick filters simultaneously, proceed as follows:

1. Click the icon located in the far left of the quick filter bar. A contextual menu is displayed.

2. Click Clear all quick filters. All defined quick filters are reset.