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How to Use Filters

by Brandon Kim

OroCRM allows users to dive deeper into filtered results in a number of different ways using out of the box filters. In addition, after results are filtered, the resulting view can be saved and shared with other users of the system.

To demonstrate this, we will navigate to the Magento Customers grid by selecting the Customer’s option from the main system menu and then selecting Magento Customers.

Each Filter button has different drop down options depending on the type of field being filtered by. For example, filtering by a last name may allow contains, does not contain, begins with, and other optionional characters while filtering by date would allow date formatted numbers and variables such as Today or This Quarter.

For Example:

If you were filtering for Tags, you are presented with 2 options when clicking the drop down under the tag button: “Is any of” or “is not any of” tags entered in the filter value field.  For our example we’ll select “Is Not Any of” which means when I choose a tag value, I am requesting that all items be returned that are not using that tag.

Click on the choose value and a list of configured tags are displayed in a drop down for you use for your filter. In our example, we’ll be returning any records that do not have the “in-the-works- tag.

Click update to update your filtered results.

Example2:

  • Another example of filtering is date filtering. Date filtering has many options to choose from such as Between, not between, later than, earlier than, equals, not equals.
  • Using the Between option allows you to filter for records that exist between the specific date range given, where Not between would return records that are not within the specified date range given.
  • Later than would filter for records after a specific date where earlier than would return all records before that date.
  • You can also look for a specific date with equals or use not equal to return records that are not

Pay close attention to the drop down when you click on any filtering button to see the filter options for that field.

It is possible to narrow down your filtered results using as many filters as needed, there are no limitations on how many filters can be applied.

Use Case

An example where filtering would be used would be a sales rep for all California customers following up on active website users.

We can demonstrate this by navigating to magento customers grid by selecting customers from the main menu and then selecting Magento Customers.

In our example, I will need to filter by state and the last time the record was updated. Since the Updated At field is not visible immediately from the default filters, I’ll have to add it. You can add and remove visible fields by clicking the Manage Filters link in the upper left hand corner of the grid on the filter bar. This allows you to configure the filter bar with additional filterable fields. Click on the check box next to each field you would like to display as a filter and uncheck those to be removed.

Now that I have the filters needed, I will first filter by Billing State to display only records from California.

Next, I will further narrow down the search results to anyone who has an updated records within the last 30 days using the no later than and the – variable Today-30. Now you can use this grid to work with just the customers you need to see.

You can save this grid by clicking on the options link in the top left hand corner and clicking save as. You will be prompted to create a name for your grid.

You can also set this to be your default grid since this group of records is the data that you need to see regularly. Under the options link select ‘set as default’. Any time you login this will be the view you see when selecting magento customers from the customers menu.

If a field does not have a filter visible by default click the Manage Filters link in the upper left hand corner of the grid on the filter bar. This allows you to configure the filter bar with additional filterable fields. Click on the check box next to each field you would like to display as a filter and uncheck those to be removed.

Use the Export grid option to export only these filtered records.

Click on any record to load the view page.  You can navigate through the view pages of the filtered records by clicking on the the back and forward arrows in the top right hand corner of the page.

For more information on Grids, please see our video tutorial in the Media-Library.

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filter data, filters, orocrm filters

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