An easy way to filter out unnecessary data before you run your report is to use the Pre-Filters stage. This stage allows you to select specific processes, request statuses, submission status, and form types to report on. If you choose to not select something, it will automatically be filtered out of your report when you run it for the first time.
For example, many reports will initially contain requests that were marked as abandoned before a decision was made. One common use of pre-filtering is to eliminate these requests from your report by un-checking that request status from the Request Statuses section.
Add a Filter to a Report
By using the filter functionality, you can eliminate rows you don't want in your report. In addition to hiding unwanted data, filtering eliminates rows from any totals or averages you have in a report. Rows that you have filtered out will not be included in any charts or crosstabs you create. Follow the steps below to add a filter to a report.
- Once you've run the report, click the Filter button at the top of the report.
- Click the Filter Column drop-down and select the name of the column you want to include in the filter.
- Click the Comparison drop-down and select the comparison you would like to make in the column.
- Add the value you would like to include in the comparison in the Value textbox
- For example, the filter below would allow you to see only requests where the amount awarded is less than $10,000 in your report. Requests where the amount awarded is greater than $10,000 would be filtered out.
- For example, the filter below would allow you to see only requests where the amount awarded is less than $10,000 in your report. Requests where the amount awarded is greater than $10,000 would be filtered out.
- Click Add.
- Repeat the process above if you would like to continue adding filters to the report.
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In the example below, two filters have been added. The first filters the amount awarded to only include values less than $10,000. The second includes requests with a decision date after 9/1/2019. Note that the example below filters amount awarded to display values less than $10,000 and those with a decision date after the chosen date. Click the And button to change the operator to OR.
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Grouping Filters
In some situations, you may need to group filters together with parentheses.
- This can be done by using the arrows that appear to the right of each filter when you have more than one filter in a report.
- The example below has a single filter that displays amount awarded values greater than $500. The two specific date range filters are placed between parentheses, telling the report to include requests from 1/1/2019-6/1/2019 OR 1/1/2018-6/1/2018.
- The combination of these filters reads as: Show requests with an amount awarded greater than $500, AND that have a decision date between 1/1/2019-6/1/2019 OR 1/1/2018-6/1/2018.
- Click the minus (-) icon to remove a set of parentheses, or the plus (+) icon to add a set.
Filter with Numeric Data
When filtering on numeric data or dates, you can filter by a specific value, or you can filter by a range.
- In the example below, the filter includes requests with a decision date between January 1, 2019 and a sliding date of "Today".
- You can also filter on other sliding dates. A sliding dates filter allows you to filter requests for a date range that would be updated every time you run the report. For example, you could filter to only see the grants made last month, or only see payments due next quarter (updated each time you run the report).
