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Filter lists of items

Anywhere you can see a list of items, you have the ability to filter that list. That includes items displayed in the Lists section, nested under some parent, or returned by a Card.

 

To filter the items in the Lists section:

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

  • Click 2018-02-22_1654.png -- this button will be parallel to the item search bar.

  • In the resulting drop-down menu, click 2018-02-24_1513.png.

To filter items in any of some parent's Nested Items section:

  • Open the parent with which you want to work.

  • Click 2018-02-22_1654.png in the appropriate Nested Items section.

  • In the resulting drop-down menu:

    • People who can edit the parent should hover over the current view - either "Public" or "Private" - as signified with a checkmark.

    • Everyone else can simply proceed to the next step.

  • Click 2018-02-22_1658.png in the resulting drop-down menu.

To filter items returned by an Item List Card:

  • Open the Board containing the Card you want to filter

  • Click 2018-02-22_1654.png on that Card.

  • Click 2018-02-22_1658.png in the resulting drop-down menu.

 

How does the filter screen work?

When you open a filter window, you’ll see 2 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 rules as you need.

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

    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.

Filter_1___2.jpg

 

Adding rules to your filter

The Match requirements

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

  • All
    This setting requires that an item must meet every single rule you add to this filter for it to be returned.

  • Any
    This setting requires that an item must meet at least one rule you add to this filter for it to be returned.

Match_setting.jpg

 

Add a rule

To begin creating a new rule, click 2018-01-26_1511_001.png to the right of an existing rule.

Filter_-_add_a_rule.jpg

 

Pick a criteria

There are lots of criteria you can choose from. There are 5 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 Improvement or Incident.

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

  • Dates
    This category includes key dates in an item's life cycle.

  • Attributes
    This category includes all of the Value, Person, and Location Attributes that have been built by your organization.

    NOTE: You can not filter by Weighted Attributes.

Filter_-_criteria.jpg

 

Set a condition

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

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

  • Is any of
    An item will be returned if it matches one or more of the selected options.

  • Is all of
    An item will be returned if it matches all of the selected options.

  • Is not any of
    An item will be returned if it does not match one or more of the selected options.

  • Is not all of
    An item will be returned if it matches exactly zero of the selected options.

  • Between
    This is the only condition when working with a date criterion. An item will be returned if its relevant date falls between the entered options.


Filter_-_condition.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 the set criterion 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 want 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 that you want to include in this rule.

  • Activity
    This will generate an “Activity Type” field in which you should enter the activity type(s) you want 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 the time frame in you which want the specified activity type(s) to have occurred rule. Leave this field blank to return Improvements that have ever had this activity type take place.

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

    Relative dates (e.g. 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.

Filter_-_options.jpg 

 

The Parent checkbox

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

For example:

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

    Your list of results would not just include VSMs and Projects. It would include any item - of any template type - that was nested under a VSM or a Project.

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

    Your list of results would include any item - of any template type - that both Amelia and Beau took part in, so long as it was nested under a VSM or a Project.


Filter_-_Parent_checkbox.jpg

 

Delete a rule

To delete an existing rule, click 2018-01-26_1511.png to the right of the rule.


Filter_-_delete_a_rule.jpg

 

Save your filters

Click 2018-01-29_1254.png.

 

 

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