Creating filters

You can add one or more filter conditions to any standard or advanced filter, as well as the default filter for a data source (if one is defined).

Available filter conditions:

•Value-based: If you enter a value-based condition, only data that matches the selected field and value is included in the result. For example, if you select "Priority" equals "1," then only incidents with the value of 1 in the Priority field display in the results.

•Date dynamic or fixed: You can create date conditions as:

•Dynamic date, based on past, present, or future periods of time. Use tabs for year, half year, quarter, month, week, day, hour, or minute or a combination of those. For example, it’s possible to create a date filter for displaying records that match the last quarter for last year—if this is Q3 of 2021, then the records returned are for Q2 of 2020. It's also possible to set the start month of the year (and by extension the half year and quarter), as well as the start day of the week.

The different tabs can interact with each other, enabling you to build complex date filters. The created date range displays at the bottom of the dialog.

•Fixed, based on a fixed start and end calendar date.

•Field: Use a field condition when you want to compare the values of two fields in a record as part of the filter. For example, when looking at all open incidents for the month, if you want to see which ones were opened and resolved on the same day, you could specify "Open date" equals "Resolve date" to return only the incidents where the dates in these two fields match.

•Subquery: Use subqueries to create a filter within a filter; they're useful for one-to-many relationships in a data source. For example, if a parent incident has many child incidents, a subquery can find a list of parent incidents with one or more child incidents in a particular status or of a certain priority. If you were to apply the filter directly on the child incident fields, the returned record count would display matching child incidents, not parent incidents.

Whether subqueries are enabled depends on the data model in use. You can use them as filter conditions only if the required subqueries have been defined by your administrator as part of the data model.

•Variable: Apply a variable condition to the filter using a variable that the administrator has assigned to one or more user accounts. If no variables have been assigned, this list is empty.

Variables eliminate the need to create a separate dashboard or document for each user. Rather, you can apply a variable condition to a single dashboard or document that tailors the display for each user. For example, with a dashboard titled "My Open Service Tickets," a variable condition can filter the display to show open tickets for the current user viewing the dashboard.

When a variable is assigned to a user account, rights to edit the variable value may also be enabled. To edit a value, click the Profile > Settings link at the bottom of the page. In the User Settings dialog, open the Variables tab to see the editable variable values. The Variables tab is dimmed if editing is not enabled.

Use a standard filter to define one or more filter conditions on your data source (for details, see "About filter conditions" above). Xtraction optimizes the sequence in which your definitions are best applied.

1.Open the Dashboard Designer or Document Designer.

2.On the top menu bar, click Tools > Filters > New Filter to open the Select Data Source dialog.

3.Select the data source on which to impose the filter and click OK. The Filter dialog opens with the General tab displayed.

4.For Title, enter a name for the filter.

5.Select Create a new filter for each condition if you want Xtraction to do so. Otherwise, all of your conditions will be saved under the one filter.

6.For Permissions, select Public (accessible to everyone) if the filter is for public use.

7.Right-click in the Conditions area to open a menu that can include any of the following options. After creating each condition, click Add condition to add it to the list. For details about conditions, see "About filter conditions" above.

•Add conditions: Enables you to add a value-based condition, so that only the data that matches your value is included in the content.

•Field: Select the field on which to impose your condition.

•Operation: Select an option for narrowing the data to include or exclude from your content.

•Value: Enter a value directly, search for values, or type/paste a set of values.

•Add date condition: Enables you to add a date-based condition, so that data is only shown for a specific time period.

•Dynamic date filter: Set a dynamic date using the tabs for Years, Halves, and so on, or a combination of those. The different tabs can interact with each other, enabling you to build complex date filters. The created date range displays at the bottom of the dialog.

•Fixed date filter: Set a specific date to filter on.

•Add field conditions: Enables you to compare the values of two fields as part of the filter.

•Field: Select the field on which to impose your condition.

•Operation: Select an option for narrowing the data to include or exclude from your content.

•Comparison Field(s): Select the comparison field on which to impose your condition.

•Add subquery condition: Enables you to apply a subquery, creating a filter within a filter (useful for one-to-many relationships in the data source). The effect is that your result set is further narrowed by the subquery condition.

•Link: Open the list of available links for use in the subquery. The available options indicate the conditions encoded in the subquery.

•Operation: Select In to include the values that match the condition, or Not in to exclude those values from the condition.

•Filter: Click the filter icon to find and select the filter to apply the subquery condition to.

•Add variable conditions: Enables you to apply variables (predefined by your administrator and assigned to one or more user accounts) to filter data based on the variable’s value.

•Field: Select the field on which to impose your condition.

•Operation: Select an option for narrowing the data to include or exclude from your content.

•Variable: Select a variable from the predefined list.

•Change to advanced filter: Enables you to create an advanced filter using nested sets of conditions.

•Clear conditions: Removes all conditions from the list.

•Reset filter: Enables you to replace a standard filter with an advanced filter or vice versa.

•Open saved filter: Imports a saved standard filter into the one you're working on.

8.After you've set up all conditions, click the Folder tab to select a location to save the filter. Click OK when finished.