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Filter a List of Items

Anywhere you can see a list of Items, you have the ability to filter that list to determine what Items within the system appear in that list. There are tons of criteria you have the ability to filter by within KaiNexus. If you are trying to create a list of Items within KaiNexus that share a specific characteristic, then using the Advanced Item Filter can help you accomplish just that. 

 

Where can I find the Advanced Item Filter in KaiNexus?

The Advanced Item Filter can be found and used in several different areas throughout the system. You can use that filter to add criteria and narrow down the Items that appear within your List. These areas are:

  • Within the Lists section Lists_section.png

  • Within a nested Item List panel

  • Within an Item List Card, People List Card, and a Report Card

  • Within an Item Count Widget, Financial Savings Widget, and Time Savings Widget

  • Within the Reports section Reports_section.png (Both in the Reports Snapshot and within each individual Report)

  • Within the People section People_section.png (Team Role filter)

  • Within the Search Bar



To access the Advanced Item Filter in the Lists section:

  • Navigate to the Lists section Lists_section.png using the left navigation bar.

  • Click Advanced_Item_Filter.pngin the top right corner of the page.



To access the Advanced Item Filter in a nested Item List panel:

  • Open the Item you wish to work with.

  • Click Ellipses.pngin the appropriate nested Item list panel.

  • In the resulting drop-down menu, click Edit_Button.png.

 

To access the Advanced Item Filter in an Item List Card, People List Card, and a Report Card:

  • Open the Board containing the Card you wish to filter.

  • Click Ellipses.pngin the top right of the Card you wish to filter.

  • In the resulting drop-down menu, click Edit_Button.png.

 

To access the Advanced Item Filter in an Item Count Widget, Financial Savings Widget, and Time Savings Widget:

  • Open the Board containing the Widget you wish to filter.

  • Click Ellipses.png in the top right of the Card you wish to filter.

  • In the resulting drop-down menu, click Edit_Button.png.

  • In the resulting window, under the Widgets section, hover over the Widget you wish to filter and click Edit.pngalong the right side of the window.

  • In the following window, click Advanced_Item_Filter.png next to Filter.



To access the Advanced Item Filter in the Reports section:

  • Navigate to the Reports section Reports_section.png using the left navigation bar.

For the Reports Snapshot:

  • ClickAdvanced_Item_Filter.pngnear the top of the page. 

 

For an individual Report:

  • Under the Reports section near the bottom of the page, click into the desired Report you wish to filter.

  • Once in the Report, clickAdvanced_Item_Filter.png near the top of the page.



To access the Advanced Item Filter in the People section:

  • Navigate to the People section People_section.png using the left navigation bar.

  • ClickAdvanced_Item_Filter.pngin the top right corner of the page.

  • The resulting window will take you to the People Filter, to get to the Advanced Item filter, clickAdvanced_Item_Filter.png once again next to Team Role.



To access the Advanced Item Filter in the Search Bar:

  • Enter your search phrase in the Search bar at the top center of the page.

  • In the resulting window, clickAdvanced_Item_Filter.pngnear the top right corner.



How does the Advanced Item Filter work?

When you open the Advanced Item Filter window, you’ll see three key areas:

  1. Rules
    This is where you’ll build out your list of filter criteria or “Rules”. You can add as few or as many as you need.

  2. View Options
    This is where you can determine additional criteria on what is visualized in your filtered list.

  3. Sort & Currency
    If your organization is using more than one currency, you can pick for which currency you want to apply to your list.

    You can also decide by which criteria your list should sort - the list will be returned sorted first by the value in the “Primary Sort” field and then by the value in the “Secondary Sort” field.

AdvancedFilter1.jpg

Adding Rules to your Filter

The Match Requirements

The first step is to determine the match requirements for this filter group. Choose between:

  • All
    This setting requires that an Item must meet every single rule you add to this group of criteria for it to appear in the List.

  • Any
    This setting requires that an Item must meet at least one rule you add to this group of criteria for it to appear in the List.

AdvancedFilter2.jpg

Add a Rule

To begin creating a new rule, click Plus.png to the right of an existing rule. 

AdvancedFilter3.jpg

Pick a Criteria

There are lots of criteria you can choose from. There are 8 main categories:

  • Common
    This category includes the most commonly used criteria, typically relating to the basic descriptors of an Item.

  • Resolution
    This category includes filters related to the Resolution of an Item.

  • Specialized
    This category includes keywords, activity, bottlenecks, milestones, and chart filters.

  • Dates
    This category includes key dates in an Item’s lifecycle.

  • Date Fields
    This category includes any Date Fields that have been customized and added to your Templates by your organization.

  • Number Fields
    This category includes any Number Fields that have been customized and added to your Templates by your organization.

  • Weighted Scores
    This category includes any Weighted Score Groups that have been customized and added to your Templates by your organization.

  • Attributes (Your Location’s Attributes and Other Attributes)
    This category includes all of the Value, Person, Location, and Weighted Attributes that have been customized and added to your Templates by your organization. They are separated into two subcategories to distinguish between Attributes that have been tagged with your Network Location and ones that are outside of that Location.

AdvancedFilter4.jpg

Set a Condition

Once you’ve chosen a criterion, additional fields will appear. The first is the condition field which you can use to decide how the criteria and its options (see below) should relate to any Items that should appear in the List.

The available options vary based on the criteria you selected, but may include:

  • Is any of
    An Item will appear if it matches one or more of the selected options.

  • Is all of
    An Item will appear if it matches all of the selected options.

  • Is not any of
    An Item will appear if it does not match one or more of the selected options.

  • Is not all of
    An Item will appear if it does not match any of the selected options.

  • Between
    This condition only appears when working with a Date, Number Field, or Weighted Score criterion. An Item will appear if its relevant value falls between the entered options.

  • Is Any
    This condition only appears when working with a Date, Number Field, or Weighted Score criterion. An Item will appear if there is a value populated in this Field.

  • Is None
    This condition only appears when working with a Date, Number Field, or Weighted Score criterion. An Item will appear if there is not a value populated in this Field.

AdvancedFilter5.jpg

Pick the options for this Rule

The second field that appears after you’ve chosen a criterion is the options field. You can use this field to decide which options set criteria should - or should not, depending on your condition settings - be met. 

Most criteria will generate just one options field, but some will generate multiple fields that can be filled out. For example:

  • User
    This will generate a “User” field in which you should enter the name of the User(s) you wish to include in this Rule.

    It will also generate a “Role on Team” field in which you should enter the User’s relationship with the Item(s) you wish to include in this Rule.

    To access the Advanced People Filter select the secondaryAdvanced_Item_Filter.png located to the right of the “User” field.

AdvancedFilter9.jpg



The Advanced People Filter can be applied to the list you are filtering. This allows Users to filter other Users or Groups of Users with more specific criteria. 

AdvancedPeopleFilter.jpg



  • Activity
    This will generate an “Activity Type” field in which you should enter the activity type(s) you wish to include in this Rule.

    It will also generate an “Activity Occurrence Count” field in which you should enter the number of times you want the specified activity type(s) to have occurred within the set time frame.

    Finally, it will generate an “Activity Time Frame” in which you should enter in the time frame in which you want the specified activity type(s) to have occurred in. Leave this field blank to return any Item that has ever had this activity type(s) take place.



  • Dates
    All date criteria will generate a “Starting” field and an “Ending” field. You can use a custom date range (such as “from January 1 - February 1”) or a relative date range (such as “Last 7 days”).

    Relative dates (i.e. Last 7 days, Last 3 months, etc.) are great if you’re going to save your list or Card for future use because they let your list stay up to date. You can still set custom date ranges if that better suits your circumstances.

AdvancedFilter6.jpg

The Parent checkbox

Check this box to apply this rule to the Parent Item rather than to the Item itself.

For example:

  1. Say you added a rule that said: “Template Type - is any of - A3, Project” and checked the “Parent” box.

    Your list of results would not just include A3 and Project Items. It would include any Item - of any Template Type - that was nested under a A3 or a Project.

  2. Say you set the filter to “Match All” and added two rules: One that said: “Type - is any of - A3, Project” and checked the “Parent” box, and the other that said: “User - is all of - Brenda, Walter” and did not check the “Parent” box.

    Your list of results would include any Item - of any Template Type - that both Brenda and Walter are on the Team of, so long as it was nested under a A3 or a Project.

AdvancedFilter7.jpg

Delete a Rule

To delete an existing rule, click X.png to the right of the rule.

AdvancedFilter8.jpg

Add a Group

The Advanced Item Filter allows you to create multiple groups of criteria that can be applied to a single List. This means you can apply one set of criteria and then apply an entirely different set of criteria and then have Items that meet both of those sets of criteria appear in the same list. 

To add a new group, click “Add Group” below your existing group.

AdvancedFilter13.jpg



Set your Group Logic

Once you’ve added an additional group of criteria, you can decide how the criteria are applied to the list. Choose between:

  • Or
    This logic setting states that an Item will appear if it meets either any of or all of the rules - depending on the match settings - within either of the groups. 

For example: 

  1. Say you added one group with these filters:

    Match: All
  • “Template Type - is any of - A3, Project”
  • “User - is all of - Brenda, Walter"

 

  1. Then you added another group with these filters:

    Match: All
  • “Created Date - Starting: Last 3 Months”
  • “Status - is any of - New, Active, Overdue”

 

Your list of results would include any Item that is an A3 or a Project that both Brenda and Walter are on the Team of AND your list would also include any Item - of any Template Type - that are New, Active, or Overdue and were created in the past 3 months. 

AdvancedFilter10.jpg


  • And
    This logic setting states that an Item will appear if it meets either any of or all of the rules - depending on the match settings - within all of the groups. 

 

Using the same example: 

  1. Say you added one group with these filters:

    Match: All
  • “Template Type - is any of - A3, Project”
  • “Status - is any of - New, Active, Overdue”

 

  1. Then you added another group with these filters:

    Match: All
  • “Created Date - Starting: Last 3 Months”
  • “Status - is any of - New, Active, Overdue”

 

Your list of results would only include any Item that is an A3 or a Project that both Brenda and Walter are on the Team of AND they must be in either New, Active, Overdue and must have been created in the past 3 months. 

AdvancedFilter11.jpg

Delete a Group

To delete an existing group of criteria, hover over the group of criteria you wish to delete and click the X.png in the top right corner of the box. 

AdvancedFilter12.jpg

Save your Filters

When you’re ready, click Save.png.

 

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