You can create shorter, focused lists by entering filter criteria.
For example, you can find:
- Contacts with an address in New York City
- New organizations added to Insightly this month
- Open opportunities with a forecast close date in the next week
- Projects that are in the research stage and are tagged for follow-up
Each type of record will display different fields for filtering, including any custom fields you have created.
Once you've created a filter, you can save it, share it, and access it at any time.
If your administrator switches your account between the Insightly Classic user interface and the new Insightly (below), any new filters will only be saved in the current interface.
This is because the new filters have options that are not available in the old version, and the old filters will only migrate to the new Insightly the first time you switch over.
Creating a Custom Filtered List
- Create a new list. Select Add New List View and enter a name for your list.
- Click the filter icon and then Add a Filter Row.
- Enter your criteria for filtering the list, then continue adding rows by choosing AND/OR and entering additional criteria. Your list will be filtered as you enter more criteria, and the filters are automatically saved to the list.
- When you enter more than 2 filter rows, you'll see the Configure Filter Logic option. You can them use Boolean operators to manage the multiple rows.
For example, entering (1 OR 2) AND 3 or 1 AND (2 OR 3) will give you different results. Your filters will automatically save to the list view with each change. To learn about Boolean operators and nested filters, see Using filter logic for advanced reporting. - Filter Logic - ‘Contains’ operator:
Insightly has added two new filters when using filter logic for Custom Field multi-select dropdowns in List Views, Dynamic List Rules, and Reports:
Contains any: Looks for any values that have been specified and will add records that have any of the selected values.
Contains all: Functions in the same way as the ‘Contains’ filter. Any lists created before this update will automatically be assigned this filter.
Using Relative Date Values
When you’re filtering by a date field, instead of picking a specific date, you can enter a relative date value like ‘this week,’ ‘last month,’ ‘3 months ago,’ or ‘last quarter.’
We’ve included a list of examples in the date selector field. Click the information icon in the value field to select from the list.
This filter creates a list with rolling dates, so you don’t have to create a new filter each week if you want to see contacts that were created last week. You would just use ‘last week’ as the date value.
Relative date support includes the following options:
| Relative Date Value | Range |
|---|---|
| YESTERDAY | Starts at 12:00:00 a.m. on the day before the current day and continues for 24 hours. |
| TODAY | Starts at 12:00:00 a.m. on the current day and continues for 24 hours. |
| TOMORROW | Starts at 12:00:00 a.m. on the day after the current day and continues for 24 hours. |
| LAST WEEK | Starts at 12:00:00 a.m. on the first day of the week before the current week and continues for seven days. |
| THIS WEEK | Starts at 12:00:00 a.m. on the first day of the current week and continues for seven days. |
| NEXT WEEK | Starts at 12:00:00 a.m. on the first day of the week after the current week and continues for seven days. |
| LAST n WEEKS | Starts at 12:00:00 a.m. on the first day of the week that started n weeks before the current week, and continues up to 11:59 p.m on the last day of the week before the current week. |
| NEXT n WEEKS | Starts at 12:00:00 a.m. on the first day of the week after the current week and continues for n times seven days. |
| n WEEKS AGO | Starts at 12:00:00 a.m. on the first day of the week that started n weeks before the start of the current week and continues for seven days. |
| LAST MONTH | Starts at 12:00:00 a.m. on the first day of the month before the current month and continues for all the days of that month. |
| THIS MONTH | Starts at 12:00:00 a.m. on the first day of the current month and continues for all the days of that month. |
| NEXT n MONTHS | Starts at 12:00:00 a.m. on the first day of the month after the current month and continues until the end of the nth month. |
| LAST n MONTHS | Starts at 12:00:00 a.m. on the first day of the month that started n months before the current month and continues up to 11:59 p.m on the last day of the month before the current month. |
| n MONTHS AGO | Starts at 12:00:00 a.m. on the first day of the month that started n months before the start of the current month and continues for all the days of that month. |
| NEXT MONTH | Starts at 12:00:00 a.m. on the first day of the month after the current month and continues for all the days of that month. |
| LAST 90 DAYS | Starts at 12:00:00 a.m. 90 days before the current day and continues up to the current second. (The range includes today.) |
| NEXT 90 DAYS | Starts at 12:00:00 a.m. on the day after the current day and continues for 90 days. (The range does not include today.) |
| LAST n DAYS | Starts at 12:00:00 a.m. n days before the current day and continues up to the current second. (The range includes today. Using this date value creates a list including records from n + 1 days ago up to the current day.) |
| NEXT n DAYS | Starts at 12:00:00 a.m. on the next day and continues for the next n days. (The range does not include today.) |
| n DAYS AGO | Starts at 12:00:00 a.m. on the day n days before the current day and continues for 24 hours. (The range does not include today.) |
| LAST QUARTER | Starts at 12:00:00 a.m. on the first day of the calendar quarter before the current calendar quarter and continues to the end of that quarter. |
| THIS QUARTER | Starts at 12:00:00 a.m. on the first day of the current calendar quarter and continues to the end of the quarter. |
| NEXT QUARTER | Starts at 12:00:00 a.m. on the first day of the calendar quarter after the current calendar quarter and continues to the end of that quarter. |
| LAST n QUARTERS | Starts at 12:00:00 a.m. on the first day of the calendar quarter n quarters ago and continues to the end of the calendar quarter before the current quarter. (The range does not include the current quarter.) |
| NEXT n QUARTERS | Starts at 12:00:00 a.m. on the first day of the calendar quarter after the current quarter and continues to the end of the calendar quarter n quarters in the future. (The range does not include the current quarter.) |
| n QUARTERS AGO | Starts at 12:00:00 a.m. on the first day of the calendar quarter n quarters before the current calendar quarter and continues to the end of that quarter. |
| LAST YEAR | Starts at 12:00:00 a.m. on January 1 of the year before the current year and continues through the end of December 31 of that year. |
| THIS YEAR | Starts at 12:00:00 a.m. on January 1 of the current year and continues through the end of December 31 of the current year. |
| NEXT YEAR | Starts at 12:00:00 a.m. on January 1 of the year after the current year and continues through the end of December 31 of that year. |
| n YEARS AGO | Starts at 12:00:00 a.m. on January 1 of the calendar year n years before the current calendar year and continues through the end of December 31 of that year. |
| LAST n YEARS | Starts at 12:00:00 am on January 1, n+1 years ago. The range ends on December 31 of the year before the current year. |
| NEXT n YEARS | Starts at 12:00:00 a.m. on January 1 of the year after the current year and continues through the end of December 31 of the nth year. |