Setting Filtering Criteria

When creating a list/record or multiple select custom field, you can filter the choices available in that field on records and transactions based on selections made in other fields. Filtering enables you to tailor the exact choices offered to users entering records and transactions.

You can filter based on the selections in multiple list fields. For more information, see Dependent Dropdown Lists.


Filtering applies only to lists of records. It does not apply to custom lists.

To filter a list/record or multiple select custom field:

  1. Click the Sourcing & Filtering subtab.

  2. In the Filter Using field, select a field to filter on.

    The field you select here is a field on the record you selected in the List/Record field.

    The field selected limits the results according to the filter criteria you define. For example, to limit an employee list field to show only sales representatives, you select the Sales Rep field in the Filter Using column. Sales Rep is the name of the field on the employee record being filtered.


    If you specify two or more filters, the custom field uses a popup list, not a dropdown list.

  3. If the field selected in the Filter Using column is a check box, check the Is Checked box to show only records with that box checked.

    In the sales representative example, check the Is Checked column.

  4. In the Compare Type column, select how you want the information compared to the criteria you set.

    For example, select equal to ensure that the information you set as criteria matches the selections available in the list exactly.

  5. In the Compare Value to column, enter the value you want to filter the list by.

    For example, if you select State in the Filter Using field, enter GA to filter the list to records only with the state listed as Georgia.

  6. If the field selected in the Filter Using field is a list, select the value you want to show in the Value Is column.

  7. To include all records with a value entered in your filter field, check the Is Not Empty box.

    The Is Not Empty option is not available for check box fields.

  8. To include all records with no value entered in your filter field, check the Is Empty box.

  9. In the Compare To Field column, select which field on the record selected in the List/Record field you want to compare to the field in the Filter Using column.

  10. Click Add/Edit.

  11. Add all required filters to the custom field.

    The more filters you add, the fewer choices are offered in the field. Each selection must match each filter to be included.

  12. Click Save.

Next, you can define who has access to your custom field. For more information, see Restricting Access to Custom Fields.


Custom field filters are type sensitive. If you change the type of a custom field, filters defined for the field can become incompatible. This incompatibility results in unexpected errors when a form containing the field is displayed. If you plan to change a custom field’s type, review any existing filters defined for the field, and remove or change these filters to avoid errors. For information about various custom field types, see Field Type Descriptions for Custom Fields.

Related Topics

Creating a Custom Field
Creating Custom Fields by Type
Assigning Custom Fields to Specific Record Types
Setting Display Options for Custom Fields
Setting Validation and Defaulting Properties
Setting Sourcing Criteria
Sourcing and Filtering Examples
Dependent Dropdown Lists
Restricting Access to Custom Fields
Restricting Access to Employee Custom Fields
Creating Read-Only Custom Fields
Adding Translations for Custom Fields
Adding Custom Fields to Transaction Forms
Tracking Changes to Custom Fields

General Notices