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Getting Started > Working with Records > Working with Lists > Filtering Lists

Filtering Lists

In a List page you can quickly filter the records in the list in two ways:

• Using the Alpha Search controls to filter on a particular column

  NOTE: If your user language is Korean, Japanese, Simplified Chinese, or Traditional Chinese, then the Alpha Search controls are not available.

• Using the Quick Filter fields

By default, the list pages show the Alpha Search controls when they are available, but you can click the filter toggle icon to show the Quick Filter fields. To switch back to the Alpha Search controls, you can click the ABC icon. The search controls that are displayed persist across different sessions.

NOTE: The Alpha Search controls and the Quick Filter fields that you typically use to filter a list are not available while the record pane is open. If you want to filter the list, then you must close the record pane. For information about the record pane, see About the Record Pane in List Pages and Using the Record Pane in List Pages.

You can also restrict the records that are searched by selecting a book or user from the Book selector. For more information, see Using the Book Selector.

For more advanced filtering, you can refine the list criteria. For more information, see Refining Lists Within List Pages and Creating and Refining Lists.

Alpha Search

An arrow next to a column header in the list indicates that the column is used for sorting and filtering the list and also indicates whether the list is sorted in ascending or descending order. You can change the column that is used for sorting and filtering the list by clicking the column header of the column that you want to use.

If the Alpha Search controls are available, you can do the following:

• Click a letter in the Alpha bar to show only records that begin with that letter.
• Enter characters in the text field, and click Go to filter the list to show only records beginning with those characters. You can use wildcards, see About Filter Values.

Alpha Search is case insensitive and does not affect the Refine List search criteria.

Occasionally, the Alpha bar is not active; that is, its characters are not hyperlinks because the default sort order is based on a column that the Alpha bar does not work with. For example, the default sort order for the Deleted Items page is based on the Type column, which is not sortable. Therefore, the Alpha bar is not active. However, if you click the Name column header, then the data is sorted, and the Alpha bar is activated.

Quick Filter Fields

With Quick Filter fields, you can filter the list to show records where a selected field meets particular filter criteria.

In the Show Results Where section of the List page, you select or enter values from left-to-right in the fields to specify respectively the search field, filter condition, and filter value (if the filter condition requires a value). The values available in the filter condition list vary according to the search field you select. For information about the filter conditions available, see About Filter Conditions.

The filter value field changes to match the field type. For example, a calendar icon is displayed when you want to select a date, and a telephone icon is displayed when you want to specify a telephone number. The filter value field is hidden when no value is required with the filter condition. For text and telephone fields, you can use wildcards, see About Filter Values.

You can use any of the fields that your company administrator makes available as search fields in the search layout for the record type for your user role to filter the list of records. If your company administrator does not make any search fields available in the search layout, then you cannot use the Quick Filter fields.

NOTE: If the search criteria for the list of records that you want to filter include a field that is not one of the search fields defined in the search layout for the record type for your user role, then you cannot use the Quick Filter fields.

Searches in Quick Filter fields do not affect the Refine List search criteria. Also, searches in Quick Filter fields are case-sensitive for most fields. However, some fields are always case-insensitive. These fields are shown in purple text.

TIP: When working with a list, you can refine the list so that searches in some additional fields are case-insensitive. When you select the Case Insensitive check box in the Refine List page and then run the list from the Refine List page, the fields that become case-insensitive are shown in blue text in the Quick Filter fields. However, after you navigate away from the list, the next time you open the list, the searches in all of the fields for the list are case-sensitive again, with the exception of the fields that are shown in purple text. For your private custom lists and for public custom lists that you create, you can select the Case Insensitive check box, and then save the list, so that the relevant fields are permanently case-insensitive.

To use Quick Filter fields to filter a list

1. Select a field in the drop-down list to the right of the label Show Results Where.
2. Select a condition from the filter condition drop-down list.
3. If required, enter a value in the filter value drop-down list.
4. Click Go.