Search, filter and save a list

Before you start

• Work with a list of records

Long lists are easier when you ask for what you need. Search finds records by a word, filters narrow a list by rules, and a saved list keeps those rules for next time. You can use all three together.

Search with a keyword

1. Click Search with keyword above the table, or press / to jump there.
2. Type a word, for example Cairo or part of a contract number.

The list updates a moment after you stop typing, once you have typed 2 characters. Press Enter to search at once. The title count changes to “1 of 6”. Click the X in the box to clear the search.

Filter a list

Use a filter when you know which field to look at, such as Status or Contract Value.

1. Click Filter. The Add Filter Rules window opens.
2. Click Add Filter. A row appears that starts with Where.
3. Under Select field, choose the field, for example Status.
4. Choose the condition, for example Is Equal.
5. Enter or pick the value, for example Active.
6. Click Apply Filters.

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Add Filter adds a rule. The first reads Where.
Each rule is a field, a condition and a value.
Apply Filters narrows the list. Clear Filters removes every rule.

The conditions are Is Equal, Not Equal, Greater Than, Less Than, Contains and Between. Pick the one that fits the field: Contains for text, and Greater Than, Less Than or Between for numbers and dates.

The value box changes with the field:

• text and numbers: type the value (Between shows two boxes, From and To)
• dates: pick a day, or choose Dynamic for ranges such as First of Month to End of Month
• yes or no fields: TRUE or FALSE
• lookup fields: choose from the list

Combine rules with AND and OR

From the second rule on, each row has a switch, AND or OR. With AND, a record must match both rules. With OR, one is enough. Click Add Filter again for more rules.

See and change the active filters

After you apply, each rule shows as a chip under the search row. The Filter button also shows how many rules are on.

• Click the X on a chip to remove that rule.
• Click + Edit filters to reopen the window.
• Click Clear to remove them all.

Save filters as a list

A saved list keeps your rules under a name, so you open “Active contracts” in one click.

1. Set up your filters.
2. Click Save as list at the end of the chip row. Or open the list picker and click Save current filters as a list.
3. Type a List Name, for example Active contracts.
4. Tick Make this list private to me if only you should see it.
5. Click Save.

Switch between saved lists

Click the list picker. It reads All Records until you choose a list. Pick a list and the records and rules change to it. The title then reads, for example, Contracts / Active contracts. Pick All Records to see everything again.

Change or delete a saved list

• To rename it or change who sees it, click the pencil next to the list in the picker. The window is called Configure your list.
• To change its rules, open the list, change the filters, then click Update list in the chip row. In the Add Filter Rules window the same button is Update list filters. Save as a new list keeps the original and makes a copy.
• To delete it, click the bin and confirm Delete. This removes the list, not the records.

Watch out

Click Update list after changing the filters of a saved list. That keeps the new rules for next time.