How to set up custom filters

It's possible to slice and dice your lists into more manageable chunks by using custom filters. Custom filters allow you to create shorter, filtered lists of contacts, organizations, opportunities, and projects by entering specific matching criteria or relative dates. For example, you can find:

  • Contacts with an address in New York City for an upcoming marketing campaign.
  • 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.

Just as every record type has its own unique fields, each tab will display different fields to filter by, including any custom fields you have created. Once you've created a filter, you can save it and access it at any point in the future by selecting it from the Filter list. You can even share it with your other Insightly users.

You might also be interested in looking at your data through Insightly reports.

Creating a Custom Filter

      1. From any of the four main tabs, click Filter > Create New Filter.

        Filter to create new

      2. Choose a field from the Filter by list.
      3. Choose a matching selection. You’ll see different matching options depending on the fields you select; for example, date fields will also include greater than/less than options.
      4. Enter your matching value. The value selections will change depending on the fields you select. For numeric values like Opportunity Bid Amount or Probability of Winning, you can just enter a number with no $ sign or % sign. For dates, you can click a date using the mini-calendar that pops up in the field or enter a relative date. (Click the information icon in the date field to see or select from examples of relative dates.)
      5. Click the Add button to add the new criteria to the filter.

        In the example below, we ve selected the Organization Address State field, selected the equals (=) option, then entered NY to find all organizations with addresses which match the state of NY. Searching in filters is not case sensitive, so it does not matter if you enter NY or ny as your value.

        custom filter selections

        Matching results will be listed below the filter box immediately. You can experiment with the steps above until you are satisfied with your filter results.

        Orgs in NY

      6. After adding your first line of criteria, you can add additional filtering options using the And option to narrow the results to records that match both lines or the Or option to expand the results to include records that include matches for either line. In this example, we ve narrowed the list further by selecting And and choosing the records with the city of New York.

        Orgs in NYC NY

      7. To delete a filter criteria that you've just added, click the trash can icon on the right.
      8. You can also save the filter for future use by entering a filter name in the Save as field, clicking the Share Filter checkbox to share it with your users, and clicking the Save Filter button. (Filters can t be edited later, so check your typing!)

        Filter line delete or save

      9. Saved filters will appear in the Filter list for future reference, and the filter results will update each time the filter is selected. Each Insightly user can create their own set of custom filters.

        Filters to Custom filter

      10. You can click the X to close the filtered view and return to your full list of records. To delete a filter you have previously saved, click on the trash can icon to the right of the filter name. (You can only delete filters you have created; you cannot delete filters created and shared by other users.)

        Close custom filter

 

Using Relative Date Values

When you’re filtering by a date field, instead of picking a specific date to filter by, you can type in a relative date value like ‘this week,’ ‘last month,’ ‘3 months ago,’ or ‘last quarter.’ We’ve also included a list of examples in the date selector field. Click the information icon to view and select from the list.

Since you can save a filter, this means you don’t have to create a new filter each new week if you want to look at what contacts were created in the last week; you just type in ‘last week’ as the filter value, and each time you use that filter it will show you what was created in the last week, as shown below.

Relative date support includes the following options:

Relative Date ValueRange
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.
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