Would you rather watch a video about how to use the compare tool in Reports, including a walkthrough of advanced filtering? Check out our video tutorial here.
Once you've mastered the basics of creating a report, you're ready to start using filters.
Filters are a way to further pare down the results of your comparison to only include records whose data meets very specific criteria. For example, you might want to only view records owned by a specific Account Executive or that exist in a specific geographic region. As long as the property exists in your data, you can apply the filter.
Start by clicking the Add Filters button on just below the My Populations dropdown:
Clicking this button will reveal a special interface for building filters. Each filter consists of three sections: a field selector (left dropdown), a comparison operator (middle dropdown), and a list of values (text box on the right).
The Field Selector
When clicked, the field selector provides you with a list of all the fields available in your data, organized by object. You can choose any of these fields to filter by. For example, if we wanted to filter by the Region of the company in our results set, we would navigate to the Region field on the Account object.
The Comparison Operator
The middle dropdown allows you to choose what kind of check you want to run on the field you selected.
The is operator will cause the filter to only include records where the the field you selected matches the value(s) you provide next.
The is not operator does the opposite, excluding any records that match the value(s) you provide next.
The is null and is not null operators are special cases that allow you to include or exclude records based on if they contain the special value NULL. If you aren't familiar with the concept of NULL values in databases, you probably won't need to worry about this option. Note that if you choose either of these selectors, the values list will disappear as it is not needed.
The is empty and is not empty operators are special cases that allow you to match against a blank value. These are necessary because the values list is unable to capture the concept of a blank value. Note that if you choose either of these selectors, the values list will disappear as it is not needed.
The Values List
This final section of the filter builder allows you to specify one or more vales for the filter. It offers a predictive type-to-search feature that will automatically suggest values from your data set based on what you type.
After selecting one value, just click the or... button to add another to be included in the filter logic. In our case, we chose to include records where the Region is EMEA or APAC.
Filtering on Multiple Fields
In some cases, you may want to introduce complex logic by filtering on multiple fields, and even using a combination of and/or logic in your filters.
Simply click the blue "+" button to the right of the filter builder to add another field to your logic. You will be able to choose if the logic you apply to this field is applied in an "and" (both must be true) or "or" (either must be true) fashion.
Using this feature, we've now created a complex filter that will allow us to only view the results from our comparison that are owned by Andy Bernard and are in the EMEA or APAC Regions.
Filtering on Partner Data
Limited Release - contact email@example.com if you're interested in this feature.
To filter on partner data, you must follow these steps:
- Select a single one of your populations
- Select a single partner and a single partner's population
- Click the "+ Add Filters" link that appears underneath the partner's population. (Note: there must be a data sharing rule set up from your partner's population to your population for the "+ Add Filters" button to appear.)
Once you've clicked "+ Add Filters", the filter builder works exactly like it does for your own population.
Things to note for filtering on partner data:
- You can have filters on your own population and a partner's population at the same time
- The only fields that will appear in your partner's populations filters are fields that are shared within the sharing rule for the selected populations. You cannot see any data that they haven't shared with you in the context of the specific report you are running.
- Auto-complete does not work for partner's data. This is for security reasons. You must enter in the exact value for the filter to return correct results.
- Give us a second... these may take longer to run than reports that only have filters on your own data. Give the report a little extra time to run. If things are moving really slowly, please reach out to us via chat.