Basic Report Filtering


When creating or editing a report, adding filters will determine which records appear in the results. For example, you might want to create one report of all new contacts in the state of California and another report of new contacts within a sales region that covers a few scattered cities. Each of these reports will need different filters to display the correct information.

In this Article

Basic Filters

If your report only needs one or two conditions to capture the information you need, you'll be able to set up your filters by following these steps:

  1. Drag and drop fields from the Report Fields list to the Filters and Parameters area, or click the Add a Filter Row link. You may add up to 8 filters.

  2. Enter the operators and values that match your requirements. 

  3. As you add each new parameter, choosing the AND or OR Boolean operator will change your results. Use AND to narrow your report and find records that match all of the values you enter. Use OR to broaden your results to include matches for either the first value or the second value.

    If you have more than two filters and are mixing AND/OR operators, use logic filters to get the correct results in your report.

  4. Click the Add button. The preview grid will update with filtered data. If the preview is blank, either there are no matches, or you may have conflicting filters and will need to check the logical steps.

Quick Filters

The quick filter options in the Report Filters and Parameters section act as additional "AND" filters that can be added to the report.

Filter Records By Owner

Clicking the person icon lets you create a report to show only the records created by the user who is running the report. This is useful if you want to create a shared report that will be unique to each user when they run it.

Filtering by Current User

When adding a filter that filters by a specific user, selecting ---Current User--- will automatically input the logged in user’s id into the field once the report or list has been executed. Use this to create reports that will be applicable and dynamic to each of your users that build that report.

Filter Records By Date

The calendar icon lets you set a filter for the date the items were created. This locks in a date or date range per your selections.

Configure Filter Logic

When you add more than two filters to a report with both AND and OR Boolean operators, you can use the Filter Logic field to organize your report results.

Add Summary Field

When your report includes a numeric field, you can include a calculated summary row to display the sum, average, count, and minimum or maximum of the values in that column. The summary field will be calculated for the entire report and for each group, if you have grouped items. You can have one summary row per numeric field.

Add Chart To Report

Visualizing report data gives viewers a quick way of digesting information, and online charts provide up-to-date details when you need them. You are only able to add a single chart to a report.  Insightly includes eight different chart types.

Field-to-Field Filters

Field-to-field filters can be added to a report to compare the values of two different fields. Field-to-field filters can only compare two different fields, which must be of the same data type. For example, a Date Time field can only be compared with another Date Time field. Each report can contain a maximum of two field-to-field filters. Users can select standard and custom fields, including custom calculated fields, of the following field types:

  • Date Fields

  • Date Time Fields

  • Number fields

  • Percent

    How to Add a Field-to-Field Filter

    1. Open a report. Click the Add a Filter Row button in the Report Filters and Parameters section.
    2. Select a field from the Filter By dropdown.
    3. Click the third dropdown and select field. This will allow you to select a field in the Value dropdown to be compared to the field selected from the Filter By dropdown. 
      1. After choosing the field option, compatible fields of the same type will appear in the Value dropdown. 
    4. Use the Operator dropdown to define the parameters of the filter.
    5. Select a field in the Value dropdown.
    6. Click Add to apply the filter to the report.
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