We often find ourselves overwhelmed with too much information, which can make it tough to figure out what really matters. To work efficiently, it's important to be able to ignore the stuff that doesn't really relate to what we're trying to do, so we can focus on the task at hand.
SmartSuite has made a big improvement to how we can organize our information. Now, with their advanced filtering system, we can make our lists of items much more specific and organized. This means we can set up rules to decide exactly what kind of items we want to see, making it easier to work with our stuff and get things done.
Before You Begin
If you're not familiar with the fundamental concepts of setting up conditions to sort through your records, we suggest you start by going over this help article first.
Remember that you can always use a SmartSuite template when you're familiarizing yourself with filtering. We'll use the "Project Management" template and its records in this article to demonstrate the different ways you can organize your information.
Filtering Overview
You can specify a condition to filter the records displayed in your current View. A Filter Group is a set of conditions linked together using a logical operator ("And" and "Or") we call a "conjunction."
Filter groups allow you to construct views that display just the right set of data for a particular workflow, narrowing down the data that is presented to match complex criteria that you specify. With filter groups you specify a set of conditions that contain AND or OR conditions that must be true to display the record. Filter groups allow you to combine AND and OR operators within the same filter.
Example
In this example, we specify a condition and a Filter Group, where both the condition and filter group must be true:
Stoplight Status is "Green"
AND either of the following must be true:
Due Date is before today, OR
Budgeted Hours is equal or greater than 30
Note
Each layer of a condition group can have multiple conditions, but only ONE conjunction. That means each condition group can use either “And” or “Or,” but not both.
Creating New Filter Groups
To add a Filter Group, click the Add Filter Group option in the filter dialog.
You can include the filter group with other top-level filter criteria. All top-level filters (whether individual filters or filter groups) must use the same conjunction (either AND or OR). If you require a more complex set of filters, you can use a Nested Filter Group (see below).
Removing Filter Groups
You can easily remove a condition group by clicking on the X icon (highlighted in the red circle below) next to the group you wish to delete.
Nested Filter Groups
There are two ways to add a filter group, either from the first level of your filter (by clicking on the Add Filter Group button), or from within an existing filter group. This second approach will nest the new filter group within the existing filter group as one of its conditions.
Doing this will create a condition group at a third level. This is the maximum depth for nested conditions.
All of the conditions you specify must be true for records to display in your View. Remember that Filter Groups that include the OR conjunction are true if any of the conditions are met in that same group.
FAQs
Can I change an existing filter to an advanced filter?
Yes! Your existing filters will remain unchanged until you add Filter Groups to them.
Are advanced filters copied when I duplicate a View?
Yes! All of your filter configurations, no matter how complex, are copied when you copy a View, or a Table (or even an entire Solution) that contains it.
Are advanced filters available just for Grid View?
No, advanced filters are now available for all view types. Anywhere you can filter, you can specify advanced Filter Groups to narrow down to just the data you're looking for.