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Creating and Customizing Filters

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Understanding Workfront Filters

You can use filters to reduce the amount of information you display on the screen. 

You can create the following types of filters in Workfront:

Create Permanent Filters

You can create and save filters in the following Workfront areas:

Create Temporary Filters

You cannot save temporary filters.
You can create temporary quick filters on the following lists of objects:

  • Projects
  • Tasks 

For information about quick filters, see the "Applying Quick Filters to Lists" section in "Viewing Items in a List" article.

Creating Filters in Lists and Reports

When working with lists and reports, you can customize existing filters, create filters based on existing filters, or create filters from scratch. 
For information about Workfront Lists, see "Viewing Items in a List."
For information about Workfront reports, see "Getting Started with Workfront Reporting."

Your access determines how filters are saved. If you created the filter originally, you can save the changes, otherwise you are prompted to save a version of the filter that you are modifying. Keep in mind if you make changes to a filter you have shared with others the changes impact them as well.

Creating or Customizing a Filter

Customize an Existing Filter

  1. Navigate to the report that contains the Filter that you want to customize.
  2. Click the Filter drop-down list.

  3. Select the Filter that you want to customize, then click Customize Filter.
  4. The interface builder for customizing the Filter is launched.
  5. Do any of the following:
    • Modify existing filter rules by clicking the existing rule and selecting a new option.
    • Add a filter rule by clicking Add another Filter Rule, begin typing the name of the option for which you want to add a rule, then click it when it appears in the drop-down list.
      Click AND or OR when adding a new filter rule.
      When adding filter rules, use the filter modifiers to establish the condition of your filter. For more information about filter modifiers, see "Filter and Condition Modifiers."
    • Delete an existing filter rule by clicking the 'X' icon.
  6. Click Save Filter to replace the current Filter with your changes.

Creating a Filter Based on an Existing Filter

  1. Navigate to the report that contains the Filter that you want to use as the basis for your new Filter.
  2. Click the Filter drop-down list.

  3. Select the Filter that you want to use as the basis for your new Filter.
  4. Click the Filter drop-down list, then click Customize Filter.
    The interface builder for customizing the Filter is launched.
  5. Do any of the following:
    • Modify existing filter rules by clicking the existing rule and selecting a new option.
    • Add a filter rule by clicking Add another Filter Rule, begin typing the name of the option for which you want to add a rule, then click it when it appears in the drop-down list.
      Click AND or OR when adding a new filter rule.
    • Delete an existing filter rule by clicking the X icon.
  6. Click Save as New Filter to save your changes as a new Filter.

Creating a Filter From Scratch

  1. Navigate to the report where you want to create your new report.
  2. Click the Filter drop-down list.

  3. Click New Filter.
    The interface builder for customizing the Filter is launched.
  4. Do either of the following:
    • Modify existing filter rules by clicking the existing rule and selecting a new option.
    • Add a filter rule by clicking Add another Filter Rule, begin typing the name of the option for which you want to add a rule, then click it when it appears in the drop-down list.
      Click AND or OR when adding a new filter rule.
    • Delete an existing filter rule by clicking the (x) icon.
  5. Click Save Filter.

Creating a Filter Using the Text Mode Interface

You can build filters using the text mode interface. We recommend to build most of the filter statements using the standard interface, and to edit the code of the filter only as a final step. Building a filter from scratch using the text mode interface alone is not recommended. 

For more information about creating a filter using the text mode interface, see the "Editing Text Mode in a Filter" section in "Understanding Text Mode."

Creating Filters for Complex Fields

Creating a Filter for Fields that Contain Commas

When building a filter in text mode and filtering for field values that contain commas, you must add a slash ("/") before the commas separating the values, to ensure that the value is read as one filter option. This only applies for the following field types:

  • Dropdowns
  • Radio Buttons
  • Checkboxes

For example, you have a radio button field on a project called "Color" and the options for it are:

  • Red
  • Blue
  • Red, blue

If you want to build a filter that would find only projects where the third option is selected, the filter statement in the text mode interface should be:

DE:check=red/, blue
DE:check_Mod=in

This syntax ensures that the values are read together, as one option. If you omit the slash, Workfront reads the comma as an 'OR', in which case only the projects that have either the first or the second option would be selected. 

This syntax also applies when building prompts. For more information about using prompts, see "Working with Prompts."

Creating a Filter for Multi-Select Custom Fields

You can report on multi-select custom fields (Checkboxes).

However, when you want to exclude results that have only one of the options selected, the report will display any objects that have that option and any other option selected.

For example, if you have a field with 3 options (A, B, and C), and select 2 of the 3 options (A and B, but not C) on an object, you can create a report with a filter with a qualifier of Not Equal for options A and B, and it will only filter out projects that have both A and B, but not only A, and not only B selected. If you create a filter with a qualifier for Not Equal for option A, it will only filter out objects with only A selected, but if A and B are selected, those objects still display in the report.

Understanding Limitations about Joining Multiple Filter Rules

You can reference only five objects, excluding the object of the report, when you build a filter in Workfront. 

When you reach this limit within the builder, you can select fields that belong only to these six objects. You receive a warning when you have reached this limit. 

You cannot overcome this limitation when you build your filter in text mode. 

Removing a Filter from a List

You can remove a filter from a list of filters that appears in the Filter drop-down menu in a list. Removing a filter from a list functions differently depending on whether you initially created the filter, or the filter was shared with you. You cannot remove a default filter.

  • If you created the filter and you remove it, the filter is removed from the Workfront system. The filter is no longer available to any users who you previously shared it with.
  • If the filter was shared with you and you remove it, the filter is removed only for you. The user who originally created it and any other users it has been shared with still have access to the filter.

To remove a filter:

  1. In the Filter drop-down menu, click Remove Filter.
    The My Filters dialog box is displayed.

    All filters that you have rights to remove are available to remove. Other filters are displayed as dimmed.
  2. Click the (x) next to any filters you want to remove, then click Done.

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Wait for Lilit on this issue to confirm the statement in pink - inconsistency in how it is working now: https://hub.workfront.com/issue/view?ID=5a68bbb0001360885a181fb4225260bc

This article last updated on 2018-12-06 22:16:38 UTC