Basic report filtering

This article is part of the Insightly Reporting Guide

When creating or editing a report, adding filters will affect how many 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.

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. In this example, we want to see what Tony is working on, so we're filtering tasks assigned to Tony AND with a status of In Progress. Filtering is not case-sensitive.

  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.

    In this example, selecting AND will limit the results to tasks that are both assigned to Tony AND in progress. If we select OR, we'd get all of Tony's tasks, and all tasks that are in progress, whether they're assigned to Tony or not.

  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 above the filter area add an over-all "AND" filter to the report.

Clicking the first icon lets you create a report to show only the records created by the person 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.

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

When you have more than two filtering criteria, things can get more complicated. This is where Filter Logic gives you more control over the data in your report.

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