Process Filters
Introduction
In the Manage View section, where all record data for a process is stored, users can apply Process Filters to quickly narrow down the list of records based on field-specific requirements.
Each column in the record table, including metadata field like Status or Owner, or a checklist field like Text, Picklist, Date, File Upload, Form, or Linked Record, supports its own filter options. These filters allow users to view only the records that match specific criteria, making it easier to work through large datasets and analyse process information efficiently.
Feature Functionalities
Field-level filtering: Every column header in the record list includes a filter dropdown that shows available filter options based on that field’s type.
Two types of filters:
Category Filters (broad, system-defined filters such as Pending, Completed, Blank, Non-blank).
Specific Value Filters (user-defined values such as picklist values, specific users, specific linked records, specific forms, etc.).
Support across Metadata fields such as Status, Owner, Due date, Participants, and Priority.
Support across Checklist fields, including picklists, text, numbers, PDFs, file uploads, Linked Records, forms, and dates.
Blank vs Non-blank filtering available for most checklist and metadata fields.
Advanced date filtering including week-to-date, month-to-date, quarter-to-date, year-to-date, Last X days/months/years, next X days/months/years, custom date range, Due After, and Due Before.
Linked Record–specific filtering, including filter by specific linked records and filtering via embedded field values.
Embedded record filtering: For embedded picklists inside Linked Records, users can also enable “All embedded records” to ensure only form records containing the selected value appear.
Multiple filters can be applied together for convenient and easy filtering.
User Journey
1. Accessing Process Filters
Navigate to Manage View.
Select any Process you have configured.
You will see a list of all process records and their revisions.
On the record table, each field column displays a dropdown arrow.
Click the dropdown arrow to open the Filter panel for that field.
2. Using Filters for Metadata Fields
Status Filters
Filter by two main status categories:
Mapped to Pending
Mapped to Completed
Additional category filters:
Include Archived
Include Cancelled
Specific status names can also be selected.
Includes Select All and Select None options for faster filtering.
Owner Filters
Category filters:
Blank
Non-blank
Specific owners can be selected from the searchable list.
Includes a “Me (Always selects the viewer)” option to filter to your items.
Due Date Filters
Category filters: Blank / Non-blank.
Advanced date filters such as:
Current week to-date
Last week
Current month to-date
Last month
Current quarter to-date
Last quarter
Current year to-date
Last year
Last X days/months/years
Next X days/months/years
Date Range (start and end date)
Due After a specific date
Due Before a specific date
Participants Filters
Category filters: Blank / Non-blank.
Searchable user list to filter by specific participants.
Supports multiple selections.
Priority Filters
Category filters include specific priority levels such as:
Low
Normal
High
Critical
3. Using Filters for Checklist Fields
Blank / Non-blank Filter
Available for:
Text fields
Picklist fields
Number fields
File upload fields
PDF fields
Date fields
Linked Record fields
Forms
Any checklist field that supports empty or filled behaviour
Picklist Filters
Filter by Blank / Non-blank.
Filter by specific picklist values.
Embedded Picklist Filters
Additional toggle: Filter by Value → All embedded records.
When disabled: Filtering is applied only to the main record (even if multiple embedded values exist).
When enabled: All embedded records are filtered, so only form records containing the selected value appear.
Linked Record Filters
Filter by:
Blank / Non-blank
Specific linked record names
All embedded checklist fields inside the linked record also display separate filters.
Form Filters
Filter by:
Blank / Non-blank
Specific forms inside the linked form list
Option to Expand to show values.
File Upload Filters
Filter by Blank / Non-blank.
PDF Filters
Filter by Blank / Non-blank.
Feature Limitations
Filters are field-specific and cannot be applied across multiple fields simultaneously; each filter is applied independently.
Some advanced filters (like date logic) may vary based on local timezone settings.
Embedded record filtering depends on the All embedded records toggle—if not enabled, filtering may return broader results.
Archived or cancelled records visibility depends on selection; if unselected, those records are excluded.
Filtering multiple columns can reduce visible records significantly if combined with narrow conditions.
Some fields (like complex embedded structures or multi-select fields) may not display all filter types.
Best Practices
Use category filters first (e.g., Pending, Completed, Blank, Non-blank) to broadly narrow down your dataset.
Combine specific value filters for more targeted views when working with large processes.
For Linked Record fields, enable “All embedded records” if working with nested form values to ensure fully accurate filtering.
Use the “Me” filter in Owner and Participants to quickly view your assigned or involved items.
Prefer date range filters during audits or validation periods to isolate specific timelines.
Clear filters regularly to avoid confusion when navigating between different processes.
Roles & Permissions
Role
Permissions for Process Filters
Admin
Can view, access, apply, and create filters
Org Member
Can view, access, apply, and create filters
External User
Cannot access Manage View; Process Filters not applicable
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