Creating Custom Filters As A System Administrator

Purpose

Custom Filters are used in different areas of the platform, from data grid views to dashboard widgets. Filters allow users to apply conditions that can narrow down a search in a dataset (e.g. Risks that are active AND high). 

1. Ability to set filters per module: This allows admin users to create filters per module for use in dashboards and data grid views.
2. Ability to share filters: Allows admin users to share filters with the organisation.
3. Ability to mark a filter as favourite: This feature allows admin users to mark a filter as favourite for all users. A favourite filter will appear by default when the user opens a filter panel in the platform.
4. Conditional Logic: Filters allow users to apply logic between condition statements [AND, OR, NOT], facilitating simple to complex data queries.
   
   
   

Important Notes

• System Administrator access is required to configure filters via admin.
• Filters by themselves, if not applied to anything, do not change anything.
• End Users can access the filters they created, or that were shared with them via the “My Filters” page. This is accessible when the user sees the filter panel [shown below from a dashboard widget] and they click the 'cog' icon.

Step by Step Guide To Create or Edit a Filter

1. Navigate to Admin > Filters. 
2. Click Blue 'Add'.
3. From the dropdown, select the module you want to create the filter for.
   
   
   
   
   
4. The 'Add' form will now appear.

Building conditions

When you click into conditions, you will see a list of fields and linked modules available to filter on. We will focus first on the fields.

1. Start by selecting the logic that will wrap ALL conditions. The platform defaults to ‘AND’ but can change by selecting the ellipsis (…) at the bottom of the AND on the left hand side.
   
   
2. Select the field you would like to use as a condition to filter. This will automatically populate the available fields/relations for the selected module. See the below table for condition options.
   
   

   
   

   
   
   
3. Conditions can be ‘Nested’ (ie an OR statement inside an overall AND statement). To do this, select the ellipsis (…) on the right hand side of the first of the condition statements. 
   Please note: You cannot add a condition to the left of another; new conditions must be added within the current condition.
   
   
4. Save the filter once completed.

To test the filter, apply it to a widget on a dashboard. You can find more information about dashboards and advanced dashboards.

Sub-Filters

Sub-filters allow you to filter an item further based on values of its related items. In order to use them, you need at least two filters: the sub-filter and the filter that will use the sub-filter. To build a filter, follow the above guide on creating a filter, but select ‘Sub-filter’. To apply, use the conditions within ‘Relation specific’ in the table above.

Sub-filter use example: 

1. Create a sub-filter for material risks using your criteria, and mark it as a sub-filter.
   
   
2. Create a second filter, now for actions, and select Risks instead of a field from the condition list:
   
   

Then select one of the following: all match filter OR any match filter (as per your filtering needs). This will enable the last field to be filled in which will list the available sub-filters.