Filtering your data

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Practice CS lets you create filters for much of the data you set up throughout the application (such as client, staff, office, and activities lists). By reducing the size of data lists, filters can save time by making it easier to find the data you are looking for.

Creating a filter

To create a filter, follow these steps.

Note: You can also apply a temporary filter for the screen you are viewing. Instead of following the steps below to add a new, permanent filter, select an item from the Filter field and complete the filter by choosing a method and the desired filter, range, or individual items. These temporary filters cannot be saved, so we recommend creating permanent filters for most situations.

  1. Open the screen where you would like to create a filter. Many setup and entry screens include filtering capability.
  2. If applicable, click the Show Filter button button to reveal the Filter field.
  3. Right-click the Filter field and choose Add Filter from the context menu. The filter dialog opens. Note that the left pane of the dialog contains the names of any existing filters of the same type.

    Note: The name of this command varies depending on the screen you are in. For example, in the Staff setup screen, the command is "Add Staff Filter."

  4. In the Filter Name field, enter a name for the new filter. This is a required field.
  5. In the Criteria Information section, you can select up to six criteria for your filter from the drop-down lists. In the Filter by field, select the criteria to use for the filter from the drop-down list.
  6. From the Method drop-down list, select a method for your fileter. Note that the available selections vary according to the type of criterion you selected in the Filter by field. Methods
    • Choose is to match a specific item.
    • Choose is not to match all items except a specific item.
    • Choose is greater than to match items greater than the selected value.
    • Choose is greater than or equal to to match items equal to or greater than the selected value.

      Note: For items in alphabetical lists, a "greater than" selection matches items that appear after the selected item alphabetically.

    • Choose is less than to match items less than the selected value.
    • Choose is less than or equal to to match items equal to or less than the selected value.

      Note: For items in alphabetical lists, a "less than" selection matches items that appear before the selected item alphabetically.

    • Choose is blank to match items with no entry or data.
    • Choose is not blank to match only items with an entry or data.
    • Choose is in the list to match multiple items. To select the items, click the More More button button and select the items from the Filter Selection dialog.
    • Choose is in the range to filter for items that fall between the beginning and ending items you select from the drop-down lists.

      For date-based filters, numerous range options are available.

      Note: Some items in this list are available only if your firm is licensed for the Staff Management module.

      • Week
      • Period — The current Period begin date through the Period end date, as defined on the Change Periods dialog
      • Month
      • Firm Quarter — The begin date through the end date for the Quarter (defined as three months) of the Firm Year that contains the current Period end date
      • Benefit Quarter — The begin date through the end date for the Quarter (defined as three months) of the Benefit Year that contains the current Period end date
      • Calendar Quarter
      • Firm Year — The Firm year beginning date through the Firm year ending date, as defined on the Change Periods dialog
      • Benefit Year — The Benefit Year Begin date through the Benefit Year End date, as defined on the Benefits tab of the Firm setup screen
      • Calendar Year
      • Week-to-date
      • Period-to-date — The period begin date (as defined on the Change Periods dialog) through today; if today’s date is outside of the current Period, the end date is the current Period end date
      • Month-to-date
      • Firm Quarter-to-date — The Firm Quarter begin date through today; if today’s date is outside the current Period, the end date is the Period end date
      • Benefit Quarter-to-date — The Benefit Quarter begin date through today; if today’s date is outside of the current Period, the end date is the Period end date
      • Calendar Quarter-to-date
      • Firm Year-to-date — The Firm year beginning date (as defined on the Change periods dialog) through today; if today’s date is outside of the current Period, the end date is the current Period end date
      • Benefit Year-to-date — The Benefit Year Begin date through today’s date; if today’s date is outside the current Period, the end date is the current Period end date
      • Calendar Year-to-date
      • Next Week
      • Next Month
      • Next Calendar Quarter
      • Next Calendar Year
      • Previous Week
      • Previous Month
      • Previous Calendar Quarter
      • Previous Calendar Year
      • Custom Date Range
    • Choose is in the filter to choose an existing filter.
    • Choose is selected to match checkboxes that are marked.
    • Choose is not selected to match checkboxes that are not marked.
  7. Selected: In the Selected field, choose individual items or ranges or items to include in the filter.
  8. Add additional criteria in the available rows as necessary.
  9. In the Logic section, click the Must match all criteria option if items in the filter must meet all of the criteria, or Must match one or more criteria if the items can meet any criteria.
  10. Click the Enter button to save the filter.
  11. Click the Done button to exit the Filters dialog. Notice that the filter has been applied to the setup screen, and that the list now shows only those items matching your filter’s criteria.

Notes

  • After you create a filter, it will be available throughout the application. For example, if you create a filter for Clients, that filter will be available wherever you can filter clients. For instance, you can filter the Billing screen with your new client filter:
    1. In the Filter field, select Clients.
    2. In the Method field, select is in the filter.
    3. In the third field, select the name of your new client filter.
  • If you click the Hide Filter button button to collapse the search and filter area while a filter is active, Practice CS will display the filter criteria next to the Search field.

Undoing a filter

To undo a filter that you have applied to a list, click the Remove Filter button button in the Filter field.


Related topic: Using the search feature

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