Filtering
Written by Anthony Hodge
Updated at August 11th, 2025
Table of Contents
Reduce the list of records (rows) loaded into the action grid by applying filters. Enter filter criteria via the Filter Field (directly above the column heading) or use the Multi-Column utility. When filters are applied, only the data that matches your criteria will be remain in the action grid. Save filters to MyViews to be recalled instantly whenever you need to re-apply them.
If hundreds (possibly thousands) of records are loaded into your action grid it might be difficult to locate specific content using basic navigation methods. Although the Actions tab includes controls for selecting/extracting records, the quickest and most efficient way to narrow down the number of records in your action grid is to filter your data. Filtering removes extraneous data to bring the records you really want to view into much better focus.
Note: When records (rows) are removed from the action grid they do not change the source contents of your database. Select .png)
to instantly reverse the effects of previous filtering (via the Settings Table) and repopulate the grid with its original data.
To review the list of filters that are currently-applied, open the Preferences tab and select .png)
. Filter criteria can also be recorded (along with Query, Sort, and Column settings) to be invoked instantly via MyViews. See Saving to a View below.
Different Filtering Methods
Filtering can be achieved based on a single column. You can also define and invoke several filters at the same time. Regardless of the filtering method, you have options as to how you want to results to be displayed.
Filter Field (Single-Column Filtering)
Every column in the action grid includes a blank Filter Field just above the column heading. Use this field to enter Filter Criteria to quickly find, condense, or extract records loaded into the action grid. Only one column may be used per filtering action.
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The criteria you can enter depends on the data elements associated with the column selected; i.e., text, numeric, or date values. As you type into the field, it automatically invokes the Filter Options panel. This allows you to specify what you want the filter to do with the criteria: Discard, Keep, or Add. Filter results are based on your criteria as well as the contents of the column selected. See Filter Criteria and Filtering Tips for instructions on how to create and invoke different types of filters. |
To apply filtering based on several columns at the same time, use Multi-Column Filtering (explained below).
Multi-Column Utility (Simultaneous Multi-Column Filter)
This utility provides you with the ability to invoke filtering on several columns at the same time from a single action. To apply multi-column filtering , select the Actions tab, then click 
. It can also be accessed via the Filter Options panel. Enter Filter Criteria into one or more of the fields listed to condense, and/or extract records loaded into the action grid.
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The criteria you can enter depends on the data elements associated with the column(s) selected; i.e., text, numeric, or date values. Use the three option buttons at the bottom of the panel to specify what you want the filter to do with the criteria: Discard, Keep, or Add. Filter results are based on your criteria as well as the contents of the column(s) selected. See Filter Criteria and Filtering Tips for instructions on how to create and invoke different types of filters. Note that while this utility looks similar to the Query Console, remember that the Multi-Filter applies only to data that is currently loaded into the grid. |
To perform a quick filter based on a single column, use the Filter Field (explained earlier).
Discard, Keep, or Add Options
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Entering criteria into a Filter Field automatically invokes the Filter Options panel which let's you specify what you want the filter to do with the criteria. The Filter Options panel for date criteria includes other options for selecting date ranges. Of course Multi-Column Filtering (explained earlier) allows you enter the criteria for several columns before needing to select from the Discard, Keep, or Add buttons on the bottom of the panel. Regardless of the filtering criteria or the filter source, the options are the same: |
| Discard | removes data from the action grid that matches the criteria in the filter field; i.e., keeps data that does not match the criteria. |
| Keep | retains data in the action grid that matches the criteria in the filter field; i.e., removes data that does not match the criteria. This option is the default when you press Enter without selecting an option. |
| Add | retrieves data that matches the criteria in the filter field (to repopulate the grid). Use Clear to empty the grid initially prior to using Add. Note that this feature will not retrieve data that was removed due a preceding (Discard or Keep) filter. |
Filter Criteria
When you enter filter criteria you are telling the action grid what to look for (to keep, discard, etc.). Similar to an Internet search entry, this information can consist of text, numeric, or date values as well as wildcards and logical operators. Some filter criteria may be as simple as a single word (or even a partial word). Others can be more complex, using a combination of wildcards and logical operators (like a math formula or database expression) to extract very specific records.
Successful filtering depends on your ability to define the most relevant criteria.
Text Columns
Most data elements in the grid are defined as alphanumeric strings. Text columns accept filter criteria such as names, addresses, and descriptions. Text can be in upper and lowercase, but entries are case specific; i.e., "Car" will not retrieve "CAR". Valid text operators and wildcards include:
| * asterisk | Denotes "any character" wildcard. |
| ; semi-colon | Denotes OR between multiple text strings. |
| - dash | Retrieves entries that contain no text/strings. |
| / slash | Retrieves entries that contain text/strings. |
See Filtering Tips for examples of use.
Numeric Columns
Columns containing numeric values (weight, quantities, etc) are displayed in green, and they always show the total value at the bottom of the grid. Numeric filter criteria can contain quantities, percentages, and money. Valid numeric operators and wildcards include:
| * | Denotes "any number" wildcard. |
| < | Less than value |
| > | Greater than value |
| <= | Less than or equal to value |
| >= | Greater than or equal to value |
| + | Joins two numeric evaluations |
See Filtering Tips for examples of use.
Date Columns
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Date columns are always displayed as black text in the format "yyyy-mm-dd"; e,g, ship date, expiry. Entering filter criteria into a date Filter Field automatically invokes the Filter Date Range panel, which let's you choose how to perform the filter based on a specific date, or a date range. Select the From Date and the To Date using the calendar popups. |
Note that date range values will appear in the Settings Table using the operators:
| <= | Less than or equal to value |
| >= | Greater than or equal to value |
The other accepted operators can be selected from option buttons on the panel:
| - dash | Retrieves entries that contain no date values. |
| / slash | Retrieves all entries that contain date values. |
See Filtering Tips for examples of use.
Operators / Wildcards
The following special characters are used for building text and numeric filter criteria:
| Symbol | Data Type Usage | Description | ||
| String | Numeric | Date | ||
| / | Yes | No | No | All column entries that contain text/strings |
| - | Yes | No | No | All column entries that contain no text/strings |
| < | No | Yes | No | Less than value |
| > | No | Yes | No | Greater than value |
| <= | No | Yes | Yes | Less than or equal to value |
| >= | No | Yes | Yes | Greater than or equal to value |
| + | No | Yes | No | Joins two numeric evaluations |
| ; | Yes | No | No | Denotes OR function for multiple text/strings |
| * | Yes | Yes | Yes | Denotes a wildcard. Matches all values. |
Quick Tips
You only need to define filter criteria for the columns you are interested in. The more columns you apply filtering to, the more refined (specific) your results will be. Most of the time you can get the results you want based on the contents of a single column. Also remember, you can always reverse the effects of failed attempts simply by clicking the 
button on the Information Bar.
Following are a few pointers and examples to get you started creating and invoking filters.
Practice Makes Perfect
If no records are found when you run a filter don't immediately assume that you have made a mistake. Maybe the action grid can't find anything to match your criteria. It could be that your criteria is invalid for the column selected, but it could also mean that there simply aren't any matching records. Just click and try a different filter.
Once You Perfect a Filter
When you finally get the results you want, it might be a good idea to record your filter criteria to a View so you won't need to retype it over and over again. See Saving to a View below.
Change Column Settings First
Warning: Making any changes to columns will remove all previous filtering and sorts. Be sure to adjust your columns to the way you want them before you decide to apply any filtering. For more information on this subject, see Order Rules for Settings.
Matching Text / Strings
When evaluating text, the filter process reads from the left. Text criteria can be upper and/or lowercase.
| Wal* |
To find entries that begin with a particular word or phrase simply type the text you want to match followed by an asterisk. Usually you only need to enter the first few letters and the filter will find all records that have matching entries within the column selected. For example, "COS*" will find "COSTCO Dallas", "COSTCO Monroe TWSP", "COSTCO College Park", etc.
| / |
Enter a single / slash to select only those records that contain some data within the column selected.
| - |
Enter a single - dash to select only those records that contain no data within the column selected.
| Grec;4 Seas;Roma/Vistar |
To find entries that match more than one word or phrase, separate the criteria using a ; semi-colon. Usually you only need to include the first few letters of each word or phrase and the filter will find all records that have matching entries within the column selected. For example, the expression "Grec;4 Seas;Roma/Vistar" returns all instances of "Greco & Sons Inc", "4 Seasons Distribution", and "Roma/Vistar".
| *Vistar |
To find entries that end with a particular word or phrase, place an asterisk before the text you want to match. For example, "*Vistar" will find all records that have matching entries that end with Vistar within the column selected.
| *Food* |
To find entries that may include a particular word or phrase anywhere in the string, use two asterisks, one before and one after the text. For example "*food*" will find all records that have matching entries such as "A&B Foods", "SYSCO Food Service" or "Food Wholesalers" within the column selected.
Working with Numeric Values
Numeric data elements are associated with the green columns only. Use numeric operators to define the range of numbers from which to select. For example, where X represents a number:
<X finds values less than X.
>X finds values greater than X
<=X finds values less than or equal to X
>=X finds values greater than or equal to X
Note: Although some text columns appear to contain a list of numbers (Orders, Probills, etc.) they are not numeric and will not accept numeric operators for filtering. Only the green columns contain numeric values.
| 365 |
To find entries that contain a specific number, simply type in the number you want to match. The filter will find all entries that match the number exactly.
| <10000 |
To find entries that contain numeric values that are less than a certain number, type a < less than sign followed by the number. For example, "<10000" will find all records that contain values that are less than 10000 within the column selected.
| >10+<60 |
To find entries that contain numeric values within a range, enter two expressions joined by a + plus sign. The two expressions represent the numbers at opposite ends of the range. For example, ">10+<60" will find all records that have entries that fall within the range 11-59 (greater than 10 and less than 60).
Working With Dates
Date criteria can be used for matching a specific date or a date range. All dates are selected using the popup calendar and are displayed in the format "yyyy-mm-dd". Date ranges assume the format:
>= from date + <= to date
To find entries for a specific date, select the same date for both the From Date and To Date fields via the calendar popup.
| From Date | 2010-08-12 |
| To Date | 2010-08-12 |
To find entries that fall within a date range, select the From Date and To Date fields via the calendar popup.
| From Date | 2010-03-10 |
| To Date | 2010-03-15 |
For example if a filter on the "Ship Date" column was defined with afrom date of 2010-03-10 and a to date of 2010-04-15, it would find all records that shipped between March 10th and April 15th inclusive.
Note: If your filter produces unexpected results (e.g., a blank action grid) click the
button to see what other filters may already be in place. You can reset previous filters by clicking
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Screen Shot Instructions |
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Saving to a View
To save the current filter criteria for future use, open the Preferences tab, select .png)
, then click the .png)
button. The View created will include any Query, Sort, and Column settings used to define the currently-displayed action grid. See MyViews for more information.