Filters can be added to user reports using any available data field associated with the report's User Report Type. A filter is utilized to identify subsets and provide a more specific focus to the level of data being reported.
To add or change a Report Filter, in the Data tab of the User Report Details screen click on the link Edit Filters.
Only one filter can be added a time unlike adding report data fields. To add a report filter, select a field from the list. The Search box allows you to filter down the fields to show only what matches your search criteria. You can use the Clear button to remove your filter. Then select a Comparison to execute the filter.
Next either enter a Comparison Value or click the [Get Data] button to load a list of possible values. When the appropriate value is in the Comparison Value field, click the [Add Filter >>] button.
Press [Save] to save the changes that appear in the Filters grid.
Multiple Filters
If multiple filters are applied to the report, the user must specify if all of the filters should apply (AND) or only one of the filters need to be true (OR). In case no AND/OR logic is specified, this will default to AND. It is recommended to indicate AND/OR to avoid errors in the future. The parentheses fields are available for more complex filters.
Inactive filter
A filter can also be made inactive or disabled. Disabling individual filters allows for easier configuration and debugging. Instead of deleting a filter, running a report and then later adding the same filter to the report, the same effect can be achieved by ticking and unticking the inactive box beside the filter.
Prompt
The comparison value for a filter can be modified when the report is executed, if the Prompt checkbox is ticked for the filter.
If Prompt is selected, and the [Save & Run] is clicked, the following pop-up will appear prior to completing the report.
If the filters have a comparison of ‘Is Equal To’ or ‘Not Equal To’, and the comparison value is a look-up field, a type-ahead drop down menu will be available. If you begin to type into the field, the system will retrieve matching items and display them for selection in the drop down list below it.
In some cases, the type-ahead feature will not be present. This happens when;
There are too many rows returned
There was a timeout
Both of these options can be changed to match the report’s needs by going to the System Preferences screen and selecting <Reports> and <Reporting - Advanced Features> from the Category and Sub Category fields respectively.
The value in the Maximum Rows Displayed sets the amount of rows that will be displayed in the drop down list for:
Report Filter on the User Report Prompt screen.
Get Data button on the User Reports screen, Filters section.
The maximum number of rows is by default is set to 500 and can be set up to 2000 rows.
The Timeout to Retrieve Data sets the maximum time in seconds the system will take to get data for fields on the User Report Prompt screen. If the timeout is reached before all data is collected, the field will be a data entry field. If it is collected before, a drop down list will populate. The value is set to 20 seconds by default.
