# 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**

1. Navigate to **Manage View**.
2. Select any **Process** you have configured.
3. You will see a list of all process records and their revisions.
4. On the record table, each field column displays a **dropdown arrow**.
5. 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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