Using Filters in a Report

Filters can allow you to customize a report so that you only have to see certain information without having to sort, then re-sort, then re-sort. In this lesson we will learn how to use these filters. You can have any number of filters on a report.

Choose the Report you want to start with.

Choose the Report you want to start with.

Navigate to the reports Object/Tab and use the Search button to find the report you would like. If you know where the report is you can look in its folder, or if you used it recently, you can use the Recent Reports tab. Click on the report to take you to the Run Report WIndow. In this case we are going to use the All Users - Demo report. Then click customize.

Advanced Users

Salesforce has wonderful training and lessons on how to use Operators, Fields, and Values when working with different types of Fields.

Find out more at : Salesforce Help and Training: Filters

Open the Filters Menu

Open the Filters Menu

In the Filters Menu of the Customize Reports window, click on the Edit Custom Filters. This will open a new window.

If you would like, delete the current filters

If you would like, delete the current filters

I don't need the Profile to be limited to only Volunteer and Volunteer Old, so I am going to remove this filter by hitting the Remove button to the right of this filter

Add your filter Field

Add your filter Field

SO, for this report, I want men who are over the age of 55. That is going to be two filters. One on gender, and the other on age or birthdate. Let's add the Gender Filter.

From the Drop box, let's find Gender. It is in the Contacts Object and I just scroll through til I find it.

You can also drag and drop a filter from the field list if you don't want to scroll down the list looking for a filter!

You can also drag and drop a filter from the field list if you don't want to scroll down the list looking for a filter!

Tell it what you want that filter to do

Tell it what you want that filter to do

In this case, we only want to bring back records where the Gender is (or equals...) Male. You can see the choices we have here... (We will use greater than or equal in the next filter)

Choose the Value of the filter

Choose the Value of the filter

If the Field you are choosing to Filter by is a Picklist or Mulitpick list, you can use the Lookup Magnifying Glass. This is especially helpful when you want to filter by Organization Name. You can use the Lookup to find that field. If the option to use this Lookup is there, I suggest you always use it. We are going to put a check box next to Male and hit Insert Selected.

Add another filter

Add another filter

You will that once we start to add a filter, it adds an AND line. This is where you can add another filter. Filter order does not matter. I am not using the field Age so that it is greater than or equal to 55. I could have also used Birthday and said Less than or Equal to 55 years ago today. Age, however is a calculated field, and if I save this record, I would have to adjust this filter every time I ran it.

You can choose to limit the rows in the report

You can choose to limit the rows in the report

When you check the box next to limit rows, you will get other options. If I used these filter logic, it would bring me back the 3 oldest people in the report. Why? I have said I only want three rows, I want them sorted by Age, and I want them in descending order. NOTE: The Sort by picklist only lists the Fields that you have in the report. Back in the Customize Report Window I added the field Age. If you don't' see the field you want to sort by, you need to add it into your report. Now Hit OKAY

See your filters, run your report

See your filters, run your report

Just above your sample data (remember, this is just a SAMPLE...not the records you are asking for...), you will see all the filters you have applied. Hit Run your report.

Get your requested records

Get your requested records

This will take you back to the run report with the records you have requested according to your filters. Note that your filters are listed here as well. You can always edit your filters through the Edit button (1) or remove filters (2)

If you are going to use this report with these filters again,

Use save to overwrite the existing file, or Save As to create a new report with the options, layout, and filters you have created.

Including or Excluding empty or NULL fields

Including or Excluding empty or NULL fields

In this example, I want my report to pull back information where the City field is not NULL. The inverse is true, as well. If I wanted to pull back information where the City is blank, I would create a filter where the Field is City, the Operator is equals and in the Value box, leave it blank. NULL means that there is no value in the field... that is very different than a field that is filled with the alpha value: None or No one.

(Advanced) It's also possible to build more complex filter logic.

(Advanced) It's also possible to build more complex filter logic.

You can create logic between your filters to create AND / OR logic, or limit the number of rows of information returned in the report.

See Salesforce Help for more details on advanced features.

See the next post to learn about cross-filters

0 Comments

Add your comment

E-Mail me when someone replies to this comment