In Documents, Clients, Tasks and Jobs lists you can use the Filter Drawer to easily apply filters to any of the columns that are available in the list, providing the column can have a filter applied. This allows you to filter on columns even if the view does not already show them.
The Filter Drawer can be used in the overall Documents, Clients, Tasks and Jobs lists. It can also be used in the lists in the Client and Job workspaces, Client - Documents, Client - Collaborate, Client - Tasks, Client - Jobs, Job - Documents and Job - Tasks tabs.
The Filter Drawer is also available in the Home - In Tray, Home - My Jobs , Home - My Starred and Home My Approvals tabs.
In the Documents list, Client - Documents and Client - Collaborate tabs you can also easily locate documents for a selected Cabinet and Category from the Filter Drawer. Refer below to Cabinet Explorer.
The Filter Drawer can be used as an alternative to, or in combination with, selecting filters from the column headings in a list (refer to Sorting and Filtering).
When selections are made from the Filter Drawer, the lists and the filters in the columns are updated automatically as you make your selections.
This article contains the following sections:
- Expanding and Collapsing the Filter Drawer
- Sticky Open and Close of the Filter Drawer
- Initial Selections in the Filter Drawer
- Adding Filters in the Filter Drawer
- Applied Filters
- Using the Documents List when the Filter Drawer is Open
- Changing Filters in the Filter Drawer
- Selecting Cabinets in the Applied Filters
- Cabinet Explorer
- Cabinet and Categories in the Filter Drawer where the View is Already Filtered on these
- Resetting the Filters
Expanding and Collapsing the Filter Drawer
Expanding the Filter Drawer
The Filter Drawer is displayed in the Documents, Clients, Tasks and Jobs lists by clicking the Expand Filter Drawer button (to the left of the View button).
Or, when a document is selected, on the left-hand side of the tool bar.
The Filter Drawer displays on the left-hand side. The following is an example of the Filter Drawer for a Documents list.
Click on Applied Filters and Cabinet Explorer sections to display any filters that have been applied. The following shows the Documents Filter Drawer with no filters.
The following is an example of the Filter Drawer for the Clients list. This shows that the filter for Status of has been selected as "Active".
Collapsing the Filter Drawer
To close the Filter Drawer, and leave any filters as selected, click Close at the bottom of the Filter Drawer.
Click the Collapse Filter Drawer.
Sticky Open (Expanded) and Close (Collapsed) of the Filter Drawer
Whether the Filter Drawer is shown as open (expanded) or closed (collapsed) is "sticky" within each type of list. If you leave the Filter Drawer open on a list and move to a different page, returning to that type of list will show the Filter Drawer as open. Or if you leave the Filter Drawer closed on a list, returning to that type of list will show it as closed.
For example, opening the Filter Drawer on a Documents list (either from the Documents list, Client - Documents or Client - Collaborate tab) and then displaying a different list, re-displaying any of the Documents lists re-display the Filter Drawer as expanded. Or if you close the Filter Drawer and leave the list, it will be closed when you re-display the Documents list or Client - Documents or Collaborate tab.
In the same way, opening the Filter Drawer on a Clients list (either from the main Clients list or the Clients tab when displaying a Client Group) and then displaying a different list, re-displaying either of the Clients lists re-display the Filter Drawer as expanded.
Initial Selections in the Filter Drawer
Any selections in the Filter Drawer are initially applied using any filters that have been selected for Cabinet, Categories or for any other columns in the current list. These are the filters set in the selected View as well as any other filters that have been set in specific columns.
The following is an example where the Filter Drawer was expanded from the "All" View which does not have any filters applied as default.
The following is an example where the Filter Drawer was expanded from the "Email - Received" view which has the Delivery column filtered for "Received" and the Type column filtered for "Email".
The following is an example of the Filter Drawer for a Tasks list where Filters have been applied for the Status column.
Adding Filters in the Filter Drawer
From the Filter Drawer, to add or change the filters that you want to apply.
- For Documents list, you can make selections for the Applied Filters and/or the Cabinet Explorer.
- For Clients, Tasks and Jobs lists you use the selections for the Applied Filters.
When you add or change any filters, the list updates automatically to reflect what you have filtered on.
Applied Filters allows you add or change filters for any of the columns that are available in the list and that can have a filter applied.
Adding a Filter
- If needed, expand the Applied Filters by clicking on the heading.
- Click the drop-list for Add Filter.
- The drop-down list shows all the available columns for the list on which filters can be selected. They are shown in alphabetic order.
For example, in Add Filter in a Documents list, you can select "Client".
Note: The filter for Client is not available when using the Filter Drawer from the Client - Documents tab as this is automatically set as a specific client.
The filter for Client is also not available in the Filter Drawer for the Clients lists.
Selecting a Filter displays the Add/Remove ... pop-up for you to select one or more items that you want to filter on. In this example, you select one or more Client Names. The Add/Remove ... is used in the same as when selecting filters from the column headings. You can use the Search functions as needed and click to select the required items and mark them with the green tick icon.
- Click OK.
The selected filter(s) display in the Filter Drawer.
- The documents list updates automatically to reflect the filter selected.
Adding Additional Filters
- Click the drop-down for Add Filter
The list of available filters excludes any filters that have already been selected.
- Select the filters in the same way from the Add/Remove ....
The following example shows where Type has also been selected to show Phone Calls, File Notes and Meetings.
The documents list updates automatically to reflect the filters selected.
Using the Documents List when the Filter Drawer is Open
While the Filter Drawer is open, you can use the list in the usual way. You can Search, or select a document and open the drawer for the document, or select one or more documents and use the buttons in the tool bar as usual.
Note: When the Filter Drawer is open and a document is selected in the list, the tools in the tool bar display without the full description. You can hover over a button to show the tool tip.
Changing Filters from the Columns Headings in the Documents List
You can change any of the filters using the columns headings in the documents list by clicking on the heading. Any changes to filter made using the column headings are automatically reflected in the Filter Drawer.
Changing Filters in the Filter Drawer
To change any selections for the Applied Filters:
- Click on the link in the Applied Filters to redisplay the Add/Remove ... pop-up.
- Click the green tick icon to remove a selection and include any other filters as required.
To clear all the selections for that filter, click the Clear link at the bottom of the Add/Remove ... pop-up.
- Click OK.
The document list updates automatically to reflect your selection.
Selecting Cabinets in the Applied Filters
Cabinets and Categories can be selected from the Applied Filters. You can only select a Cabinet that you have access to. All Categories are available in the Filter Drawer in the same way they are available to be included as columns in the views.
If you select a single Cabinet in the Applied Filters, this will also automatically display that Cabinet in the Cabinet Explorer (see Cabinet Explorer below).
The Cabinet Explorer also automatically displays the options for any Categories that are set up for that Cabinet.
If your select more than one Cabinet in the Applied Filters, these are not displayed in the Cabinet Explorer. Any Categories can be selected from the Applied Filters.
As well as selecting the Cabinet and Categories in the Applied Filters, the Cabinet Explorer can be used select a Cabinet. This then automatically displays the Categories and the Category options as relevant for the selected Cabinet.
Selecting a Cabinet
- Expand the Cabinet Explorer by clicking on the heading.
If the Applied Filters section is expanded, this is automatically collapsed when the Cabinet Explorer is expanded.
- In the Cabinet drop-down, select a Cabinet to use as the filter.
This only includes the Cabinets you have access to. The documents for the selected Cabinet display automatically.
This automatically displays the Categories that are enabled for that Cabinet. If needed, the Filter Drawer displays a scroll bar in the list of Categories.
The selected Cabinet is also added to the Applied Filters and shows when the Applied Filters is expanded. If any Cabinet(s) had been selected in the Applied Filters, they are replaced with the one selected from the Cabinet Explorer.
Selecting a Category Option
Click to select a Category option. You can select more than one category by clicking on each. You can combine selections from more than one Category if applicable.
The selected Category options are added to the Applied Filters and this replaces or adds to any that were selected from there.
If the Category was not already included in the view, this also adds it as a new column when the Category Option is selected.
Note: The order in which Categories display in the Filter Drawer is controlled by the order in which they are saved for the specific Cabinet. These can be changed by an FYI Admin in the Cabinets and Categories.
Category options can also be set as Conditional Categories/Filtered Categories and will only be included in specific Cabinets so may not display in the Filter Drawer. Refer to Managing Cabinets and Managing Categories.
Removing a Category
To remove a Category option from the filter, click it again in the Cabinet Explorer to deselect it.
Removing a Cabinet
Click the X next to the selected Cabinet in the Cabinet Explorer.
Cabinet and Categories in the Filter Drawer where the View is Already Filtered on these
If the current view already has a filter applied to a Cabinet, and any Categories, these are displayed automatically in the Cabinet Explorer when the Filter Drawer is expanded. This could be if a saved view is selected, or if you have already applied any filters using the Cabinet or a Category column heading.
Resetting the Filters
To reset, and clear any of the selected filters, with the Filter Drawer open click Reset at the bottom of the Filter Drawer.
This resets any selections for Cabinet(s), Categories and any other Applied Filters. It redisplays the documents as per the selected View. If any additional columns have been added to the view, these are also reset to the columns in the selected view.
Moving out of the list (by selecting a different menu option or different tab in a Client workspace) also resets the Filter Drawer and view.