Purpose Statement
Filters allow users to temporarily change the data displayed in a saved Ad-Hoc Report without modifying the report’s underlying Criteria.
Filters can help users narrow report results by date range, station, incident type, personnel, status, or other available fields directly from the report output. This provides flexible data exploration without requiring users to edit the report configuration.
Background Information
Filters are configured in the Ad-Hoc Report Builder and appear as interactive controls when the report is run.
Users can select or enter filter values, apply those values, and review updated report results. These selections affect only the current report view and do not permanently modify the saved report.
Filters are useful when:
- Different users need to view the same report for different stations, shifts, or personnel.
- Users need to adjust a date range without editing the report.
- A report should provide flexible analysis within permanent data boundaries.
- Report viewers need to filter grouped or summarized results.
- Users who can run a report should be able to narrow its results without receiving report-editing access.
Filters vs. Criteria
Filters and Criteria both control which records appear in a report, but they serve different purposes.
| Feature | Criteria | Filters |
|---|---|---|
| Configured in | Criteria tab | Filters tab |
| Used in | Report Builder | Report output |
| Permanence | Saved as part of the report configuration | Temporary for the current report session |
| Controlled by | Users who can edit the report | Users who can run the report |
| Primary purpose | Define the report’s permanent data boundaries | Allow viewers to narrow results dynamically |
Criteria establish the report’s permanent requirements. Filters allow report viewers to narrow the data that already meets those requirements.
For example, a report may use Criteria to include incidents from the current year. A Station filter can then allow a supervisor to display only incidents assigned to a selected station.
Important: Filters cannot expand beyond the report’s Criteria. They can only narrow the records that already meet the saved Criteria.
Required Permissions
Users must have permission to access the Reports Module and run the applicable Ad-Hoc Report.
Users must also have permission to access the Data Sources and fields included in the report.
Any user who can run a report can use its configured Filters. Additional permission is required to edit the report and add, remove, reorder, or reconfigure Filters.
If a report, field, or Filter option is unavailable, contact a system administrator to review the user’s assigned role and data access.
Video
Step-by-Step Guide
Configure Filters in the Report Builder
- Navigate to Reports Module → Ad-Hoc Reports.
- Create a new report or open an existing report for editing.
- Configure the Data Source, Columns, Sort, Criteria, Grouping, Summary Rows, and other report settings as needed.
- Select the Filters tab or click next.
- Review the available fields from the report’s selected Data Source Configuration or Summary Columns.
- Use the Search field to locate a specific field.
- Select the checkbox beside each field you want to make available as a Filter.
- Select the Plus (+) icon to move the selected fields to the active Filters area.
- Repeat the process for each additional Filter.
- Save the report.
Set a Default Filter Value
Default values determine how a Filter is populated when the report first opens.
- Open the report in the Report Builder.
- Select the Filters tab.
- Locate the Filter that requires a default value.
- For a date or date-and-time field, select the Clock icon.
- Select or enter the desired default value.
- Save the report.
- Run the report and confirm that the Filter opens with the expected value.
Use a reasonable default date range, such as This Month or Last 30 Days, when the report contains a large amount of historical data.
Remove a Filter
- Open the report in the Report Builder.
- Select the Filters tab.
- Locate the Filter you want to remove.
- Select the Trash icon beside the Filter.
- Save the report.
Remove Multiple Filters
- Open the Filters tab.
- Select the checkbox beside each Filter you want to remove.
- To select all Filters, use the checkbox at the top of the active Filters area.
- Select the Trash icon.
- Save the report.
Use Filters When Running a Report
- Open the saved Ad-Hoc Report.
- Locate the Filters at the top of the report output.
- Select or enter the desired Filter values.
- For a text or category Filter, select one or more available values.
- For a date Filter, select a predefined date range or enter a custom range.
- For a numeric Filter, enter the value and select the applicable comparison operator.
- Select Apply to regenerate the report.
- Review the filtered results.
- Select Reset to return to the report’s default or unfiltered view.
Available Filter Field Types
The Filter control displayed to the user depends on the selected field’s data type.
| Field Type | Filter Control | Typical Use |
|---|---|---|
| Text or Category | Single-select or multi-select dropdown | Station, incident type, status, shift, or personnel |
| Date or Date/Time | Date picker or date-range selector | Incident date, inspection date, training date, or completion date |
| Numeric | Value entry with comparison operators | Response time, hours, counts, or costs |
| Boolean | Toggle or dropdown | Yes/No or True/False values |
Only fields available through the report’s selected Data Source Configuration can be used as Filters.
Summary Column Filters
Summary Column Filters are available for Summary Reports that contain configured Summary Columns.
Summary Column Filters are found at the bottom of the list of available filters, listed by Summary Column Name.
They allow report viewers to filter grouped results by an aggregated value. For example, a user may filter a Summary Report to display only stations with more than 50 incidents or personnel with fewer than 40 training hours.
Data Source Filters vs. Summary Column Filters
| Feature | Data Source Filter | Summary Column Filter |
|---|---|---|
| Availability | Available for applicable report types | Available in Summary Reports with Summary Columns |
| Filters | Individual records | Grouped or aggregated results |
| Applied | Before grouping and aggregation | After grouping and aggregation |
| Example | Station = Station 1 | Incident Count is greater than 50 |
Summary Column Filter Operators
Available operators depend on the Summary Column’s resulting data type.
| Summary Column Type | Resulting Data Type | Common Operators |
|---|---|---|
| Count | Numeric | Equals, Not Equal, Greater Than, Greater Than or Equal, Less Than, Less Than or Equal, Between |
| Sum | Numeric | Equals, Not Equal, Greater Than, Greater Than or Equal, Less Than, Less Than or Equal, Between |
| Average | Numeric | Equals, Not Equal, Greater Than, Greater Than or Equal, Less Than, Less Than or Equal, Between |
| Minimum or Maximum using numeric values | Numeric | Equals, Not Equal, Greater Than, Greater Than or Equal, Less Than, Less Than or Equal, Between |
| Minimum or Maximum using dates | Date | Available date-comparison operators |
| Concatenation | Text | Equals, Not Equal, Contains, Starts With, Ends With |
| Date/Time Difference | Numeric | Equals, Not Equal, Greater Than, Greater Than or Equal, Less Than, Less Than or Equal, Between |
Summary Column Filter Examples
| Scenario | Summary Column | Filter | Result |
|---|---|---|---|
| Identify high-activity units | Count of Incident Number | Count is greater than or equal to 50 | Displays only units with at least 50 incidents |
| Review response-time thresholds | Average Response Time | Average is greater than 5 | Displays only groups exceeding a five-minute average |
| Identify training deficiencies | Sum of Training Hours | Sum is less than 40 | Displays only personnel below the selected threshold |
| Review high-cost apparatus | Sum of Work Order Cost | Sum is greater than $5,000 | Displays only apparatus exceeding the selected cost |
Use Case Examples
Supervisor Station Review
Goal: Allow supervisors to use one report while limiting the displayed results to their assigned station.
| Configuration | Selection |
|---|---|
| Criteria | Incident Date = This Year |
| Filters | Station, Incident Type, Shift |
| Default Values | No default station; all stations display initially |
Result: The supervisor opens the report, selects a station, and applies the Filter without changing the report configuration.
Monthly Compliance Report
Goal: Display completed inspections from the previous calendar month while allowing users to adjust the reporting period.
| Configuration | Selection |
|---|---|
| Criteria | Status = Complete |
| Filters | Inspection Date, Inspector Name |
| Default Values | Inspection Date = Last Calendar Month |
Result: The report initially displays completed inspections from the previous month. The user can adjust the date range or select an inspector.
Training Hours Below a Threshold
Goal: Identify personnel who have not met an annual training-hours requirement.
| Configuration | Selection |
|---|---|
| Report Type | Summary |
| Grouping | Employee Name |
| Summary Column | Sum of Training Hours |
| Criteria | Training Date = This Year |
| Filters | Sum of Training Hours, Training Category |
Result: The user applies a Summary Column Filter such as Sum is less than 40 to display only personnel below the selected threshold.
Apparatus Activity Threshold
Goal: Identify apparatus with high or low incident activity.
| Configuration | Selection |
|---|---|
| Report Type | Summary |
| Grouping | Apparatus ID |
| Summary Column | Count of Incident Number |
| Criteria | Incident Date = This Quarter |
| Filters | Count of Incident Number, Station |
Result: The user applies a Count threshold to display only apparatus above or below the selected activity level.
Best Practices
- Add only the Filters users regularly need.
- Keep the Filter area focused and easy to understand.
- Use Filters for values that may change between users or reporting sessions, such as Station, Shift, Personnel, or Date Range.
- Use Criteria for conditions that should remain permanent.
- Add a default date range when the report may include a large volume of historical data.
- Place the most frequently used Filters first.
- Use clear field names so users understand what each Filter controls.
- Test individual Filters and common Filter combinations before sharing the report.
- Confirm that Filters do not produce unexpected results when combined.
- Use Summary Column Filters when viewers need to adjust thresholds for grouped results.
- Avoid adding unnecessary Filters simply because fields are available.
- Document recommended Filter combinations for reports used by multiple teams.
- Review performance when a report contains many Filters or a large Data Source.
- Confirm scheduled report behavior before relying on Filter defaults for automated delivery.
Troubleshooting & FAQs
Why don’t I see a field in the available Filters list?
Only fields included in the report’s selected Data Source Configuration are available. Review the Data Source and confirm that the required field is available.
Can I save the Filter values I selected while running the report?
Filter selections used while running a report are temporary. They reset when the report is reopened. Configure a default date/time value in the Report Builder when the report should open with a specific date selection.
Why is the filtered report taking a long time to load?
The report may contain a large number of records or a complex combination of Filters. Add a reasonable date restriction, reduce unnecessary Filters, or use Criteria to permanently reduce the available dataset.
Can different users apply different Filters to the same report?
Yes. Each user can apply Filter values independently. One user’s selections do not modify the saved report or another user’s report session.
What is the difference between applying a Filter and editing Criteria?
A Filter temporarily narrows the report output. Criteria is saved as part of the report and permanently defines which records are eligible for inclusion.
Can a Filter override the report’s Criteria?
No. A Filter can only narrow the records that already meet the Criteria.
Why don’t I see Summary Columns in the Filters list?
Summary Columns are available only when the report type is set to Summary and at least one Summary Column has been configured.
Do Filters affect scheduled report deliveries?
Scheduled reports use the report’s configured default Filter values. Filter values selected by a user while viewing a report do not change a scheduled delivery.
Can Custom Columns be used as Filters?
Custom Columns may be available as Filters when they are included in the report and supported by the selected Data Source Configuration.
How many Filters should I add to a report?
Use only the Filters needed for the report’s intended workflow. A focused set of approximately three to six Filters is often easier for report viewers to understand and use.
Why does Reset return to a filtered result instead of showing all records?
The report may have configured default Filter values or permanent Criteria. Reset returns the report to its saved defaults and cannot display records excluded by Criteria.