Filter the report data

Report types: Both standard and template-based reports

Use the options on the Filter Rows tab to define filters that limit the data in your report. For example, you can filter by date range, account number, geographical region, or any other criteria that will produce the report output you need. A report can have a maximum of 5 filters.

Note:   For standard reports, the option to add a hierarchy filter is always available on the Filter Rows tab. For template-based reports, the Filter Rows tab does not include hierarchy filter options; if you have included Hierarchy ID as a report column on the Select Columns tab, you can add a hierarchy filter the same way as you would add a filter for any other column.

To add a filter:

1. On the Filter Rows tab, click Add to add a new filter row and then click [Add a Filter Criteria].

   

2. In the Specify Filter window, select a field to filter on and use the additional fields to define the filter expression. (The selections in these fields depend on the type of field being used in the filter.) A preview displays as you construct the filter expression.

   

3. When the filter expression is set up correctly, click Continue to close the window and add the filter to your report.

4. Repeat these steps to add additional filters. Each new filter will be added below the row where you clicked the Add button.

5. Use the and/or list to specify how the filters should be applied:

   • Select and if the data must satisfy all the filter criteria in order to appear in the report output.

   • Select or if the data must only satisfy the criteria of at least one filter to appear in the output.

To add a hierarchy filter to a standard report:

1. For the first hierarchy filter, click [click to add hierarchy].

   

2. In the Specify Filter window, enter an ID in the Hierarchy ID field and select from the list of matches that display. Or you can click the Hierarchy ID link and select a node from the displayed hierarchy. To include child nodes in the filter, select Include Children. A preview displays as you construct the filter expression.

   

3. When the filter expression is set up correctly, click Continue to close the window and add the hierarchy filter to your report.

4. To add another hierarchy filter, click Add and repeat steps 2 and 3. The new filter will be added below the row where you clicked the Add button.

5. Use the and/or list to specify how the filters should be applied:

• Select and if the data must satisfy all the filter criteria in order to appear in the report output.

• Select or if the data must only satisfy the criteria of at least one filter to appear in the output.

To edit a filter:

Click the filter criteria link and make changes in the Specify Filter window as described above.

To remove a filter:

Click Delete.

Tips

• Date filter: Some reports have a required date filter (for example, reports with transaction data must be filtered by Post Date). You can’t delete a required filter but you can edit it to change the filter criteria, for example, to adjust the date range.

• Post Date: In a template-based report, you can specify a date range for the Post Date filter of up to 366 days with the "Is Relative" or "Is Between" operation. For all other operators and date ranges, you cannot specify a date range of more than 90 days.

• Apostrophes in filter values: Filtering on a value that contains an apostrophe will return no results in the output. In order to get the results you expect, specify the value with two single apostrophes (do not use quotes). For example, to run a report that only includes cardholders with the last name O’Neal, you must specify the value as O’’Neal (with two single apostrophes).

• Recurring schedules: If you intend to run your report on a recurring schedule, make sure that the schedule aligns with any date filter criteria for the report. For example, if you intend to run a transaction report on the 1st day of every month, make sure that the Post Date filter is set up to limit the data to the last 30 days (using the "Is Relative" operation). This way, every time the report runs, it will include a new month's worth of data. If the filter specifies a fixed date range, or a range that is less than the schedule frequency, your report output may not include all the data you expected.