Each regular filter is identified by a Name. You can define a one-off filter to use but not save — in this case, a name is not necessary. However, if you are saving the filter for future use you must enter a name that identifies its purpose.
Every filter also has a Scope. This may be set to:
•Individual if it is for your personal use and is not to be available to others. Such a filter goes into My Filters at the list of filters.
•Group for use by specific login groups only. The groups that can select the filter are then identified through central System Administration processing. These filters are listed at Group Filters.
•Global if the filter is available to all users with no restriction and is to be included at Global Filters.
For each filter, you can specify a series of entries that determine what is to be matched during a search. The first two entries always appear on the search page when you select a filter and you can change them for the current search. You may use these entries for data that varies between searches, such as:
•if searching for a single client, to specify the client code or name
•when producing a ‘to do’ list of actions, indicating the latest required date.
Remaining entries do not appear on the search page and so you can only change them by selecting to edit the filter. You should therefore use them to match data that is more fixed.
Each filter entry comprises three parts:
identifies the field to be tested. The ones you can select depend on what you are processing but typically include appropriate codes, descriptions and dates.
Custom fields may be listed here if this is specified in the filter definition. It is also possible to search the descriptions of uploaded documents but not their contents.
The first entry in a list is always a blank line. Choose this to clear a field selection that is no longer needed.
determines how the match is to be made. If the field to be tested comprises formatted text (such as notes where attributes have been applied), only ‘Keywords’ is available here so that you can match to words contained in the text. In other cases, possible values are:
a specified character pattern is included or not included anywhere within the field.
the field starts with the specified character pattern or with any character pattern other than that specified.
if the specified field is included or not included in a record selected at Value.
sets the characters or value against which the field is to be matched. If the entry is completely blank, all values are matched.
For formatted text, you will match to a word that is contained anywhere within the text. Otherwise, you can use wildcard characters where any values are acceptable:
_______represents a single character
Click #FN# to include a selected function that defines particular values.
Click to clear a specific row.
When creating or editing a filter, click
on completion of editing, to hide the filter fields for the search.
to create another filter entry so you can specify further search parameters.
to display records matching the filter entries.
to add the search to the appropriate section of the Queries list.
Toggle Advanced Search
to allow or prevent input of an advanced filter. Here you will specify full SQL code to determine what to match.