Use this article to learn how to apply Filters and Sort options to Custom Reports in Analyze Essentials.

This article assumes that you already have access to Analyze Essentials. If you are new to the feature, we recommend reviewing the main Analyze Essentials overview article before you begin.

Filtering

Use Filters to limit report results so that only rows matching specific field values are included. Filters can be based on a single Data Field or multiple fields joined by logical operators.

Click Filter to open the Filter dialog.

 

Filter Operators (AND and OR)

When you add multiple Filter conditions, they can be combined using OR or AND logic.

• OR Operator: Filtering with OR is flexible. At least one of the conditions must be true for a record to be included in the report. If one condition is not met but another is, the record is still included.
• AND Operator: Filtering with AND is restrictive. All conditions in the group must be met for a record to be included in the report. If any condition is not met, the record is excluded.

Applying Filters

To add Filters to a Report:

1. On the Add/Edit Report page, click Filter to open the Show results where dialog.
2. Click + Add Filter.
   
    
3. Select the Data Field you want to Filter on.
   • Fields used in Filters do not have to be columns included in the Report.
4. If the field has a known set of values, select one or more values to filter on by placing a checkmark beside each value.
   
    
5. If the field’s values are not known in advance, select an operator and enter a value to Filter on.
   
    
6. Click + Or to add another Data Field/Filter Value pair within the same filter group. The filter is applied if any of the OR conditions in that group are true.
7. Click + Add Filter again to add another filter group. Filter groups are joined by an AND operator, so the conditions in each filter group must be true for a record to be included in the report.
   
    
8. Click the X beside a Data Field/Filter Value pair to remove that condition from the Filter Group.
9. Click Remove All to remove all Filters.
10. Click Apply to close the dialog and save all changes.
    
     
11. Click Cancel to close the dialog and discard all changes.
    

Types of Filters

The following Filter types are available when configuring Report filters.

Binary Filter

A Binary Filter is used for fields that contain one of two possible values.

Example: A user’s Status can be Active or Inactive.

Boolean Filter

A Boolean Filter is similar to a binary filter but is restricted to Yes or No values.

Example: Is Overdue? field.

Conditional Filter

A Conditional Filter is used for fields that can contain alphanumeric values and support logical conditions.

Example: User’s Last Name Starts With Smi.

Date Filter

A Date Filter is used for fields that contain chronological values such as dates or date/time values.

Example: 2016-02-10 01:00 PM.

Match Filter

A Match Filter is used for Report columns that can contain alphanumeric values and must match the Filter value exactly.

Example: Login ID equals 63fcc098-e352-405f-821a-707ed8713bf4.

Relational Filter

A Relational Filter is used for Report columns that contain numeric values and support numerical comparison conditions.

Example: Days until due Equals 17.

Selection Filter

A Selection Filter is used for report columns that contain a collection of values from which an Admin can select one or more options.

Example: Courses equals First Aid - Beginner, First Aid - Intermediate, or First Aid - Advanced.

Subset Filter

A Subset Filter is used for a select number of Reports that include a Department and/or Category column, along with a second set of values that allow Filtering on more than one level.

Example: Department and Sub-Departments of Finance.

Sorting

Use Sort options to control the order in which records appear in a Report. You can Sort on one or more fields in ascending or descending order.

Click Sort to open the Sort dialog.

Applying Sorting

To add Sorting to a report:

1. From the Edit/Add Report page, click Sort to open the Sort results by dialog.
   
    
2. Click + Add sort.
   
    
3. Select the Data Field you want to sort on.
   
    
   • Fields used to Sort a Report do not have to be columns included in the Report.
4. Select the desired Sort Direction. The default Sort Direction is Ascending.
   
    
5. Click + Add sort again to add additional Sort fields. Sort fields are applied in the order in which they appear in the list.
6. To change the Sort priority, click and hold the drag handle icon (=) next to a Data Field/Sort Direction pair and drag it up or down the list.
   
    
7. Click the X beside a Data Field/Sort Direction pair to remove it from the sort.
8. Click Remove All to remove all sorts.
9. Click Apply to close the dialog and save all changes.
10. Click Cancel to close the dialog and discard all changes.