Efficiently managing information is key to productivity. SmartSuite's advanced filtering system helps you organize and focus on the data that truly matters by creating specific, organized lists. This guide explains how to use SmartSuite's filtering features to optimize your workflow.
Plan Availability | All plan types |
Permissions | Guest, General Access, Solution Creators, or Administrator: Can create and manage filters in the Solutions they have access to. |
Related Reading |
Before You Begin
New to Filtering? Start by reviewing the fundamental concepts of creating conditions for record sorting in SmartSuite.
Templates Help: Use the "Project Management" template to familiarize yourself with filtering functionalities and record organization.
Filtering Overview
Filtering allows you to define conditions to display specific records in your current view. Key concepts include:
Filter Groups: A filter group is a set of conditions that are linked together using logical operators, such as "And" or "Or". These operators, also known as conjunctions, determine how the conditions within the group are evaluated. For example:
Using "And" means that all conditions within the filter group must be true for a record to be displayed
Using "Or" means that at least one condition within the filter group must be true for a record to be displayed.
Nested Filter Groups: You can create complex filters by combining multiple conditions and groups. This is done by nesting filter groups, which allows you to create more specific and targeted views of your data. This means that within a filter group you can have sub groups, that use AND or OR operators to further refine what data is shown
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.
Practical Scenarios and Use Cases
1. Departmental Collaboration
Scenario: The Marketing team needs to streamline campaign and project management.
Solution: Apply a filter to show only tasks assigned to the "Marketing Team" with a stoplight status of "Green."
2. Project-Specific Access Control
Scenario: A company launches a new product and needs restricted access for sensitive data.
Solution: Set up filters to display only records tagged with "Product Launch" and assigned to specific team members.
3. Cross-Functional Teams
Scenario: Engineers, designers, and product managers collaborate on a new feature.
Solution: Filter tasks by the "Feature Development" tag to help team members focus on shared goals.