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.
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.
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
If you would like, delete the current filters
Add your filter Field
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
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
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
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
Get your requested records
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
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.
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