Filtering your reports

To find a subset of data out of one of your reports you can add filters to any of the fields of that report. As an example of a subset of members, lets say we want to pull a report only for members that were born after the 31st of December 1999.

For information on how to add fields to your report see, Customising your reports.

When adding filters to a report it is recommended that you first create a copy of the report by clicking the [Save New] button, then add the filters. We does this because the results of the report can differ quite drastically from the original report. In this example the starting report is Current Members, but after we add filters the results are no longer all current members. The new report is more like Current Members Born After 1999. Be sure to rename the report so that you can find it at a later date, and so your colleagues can use any custom reports you make. 

Now, to achieve this we will need to filter the Current Members report by each member's Date of Birth field. Start by clicking the [Edit Report] button for your report, this will open a new page with all of your report's fields. Now follow the steps below:

  1. identify the field you'll be filtering by
  2. click the drop down menu to add a filter
  3. select the operator of the filter, more on these in the Filter Operators section below
  4. enter the value that this field will be compared against
     

Note: in some cases it is wise to first run the report, and check what sort of values are showing in the field you're interested in. This gives you a better idea of what to enter for the Filter By column. 

[Save & Close] the report once you've finished building your custom report. You may need to refresh your Standard Reports list before your new report will show. 


Filter Operators

These are used to tell the system in which way you want to filter the report based off the value in that field and a value that you choose. The operators are written in technical English and can vary depending on the data type of that field, the data type can be seen in parentheses next to the fields name. Put more simply, you can't compare numbers to each other in the same way that you can with words, or dates. See below for an example of each.

All data types share two filter operators; IS EMPTY, IS NOT EMPTY. These can be used to tell whether there is no value for a field, for example the column for Membership Enddate will be empty for Open Ended memberships.

 
Data Type Description Common Operators Real-world Example
integer These are numbers
  • EQUAL
  • GREATER THAN
  • LESS THAN

How would you get members that are older than 18?
Column: Age
Filter: GREATER THAN
Filter By:18

text These are words and sentences
  • CONTAINS
  • NOT CONTAINS
How would you get members with the last name Smith?
Column: Member Name
Filter: CONTAINS
Filter By: Smith
date Dates
  • BEFORE
  • AFTER
  • AT
  • BETWEEN
How would you get members that signed up in 2019?
Column: Member Joining Date
Filter: BETWEEN
Filter By: 01-01-2019 to 31-12-2019
boolean Either; True or False
  • IS
  • IS NOT
How would you get members that are new to the club?
Column: Is New Member
Filter: IS
Filter By: True