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Ad-Hoc Reporting: Filters

Purpose Statement

Filters allow you to temporarily modify the data displayed in your Ad-Hoc Reports without permanently adjusting your report criteria. This feature enables dynamic data exploration and customized views of your report information, making it easier to focus on specific data subsets or time periods without creating entirely new reports.
 

Background Information

Filters are a powerful feature within the Ad-Hoc Reporting module that provide flexibility in data analysis. They are particularly useful for departments that need to quickly adjust report parameters for different operational periods, specific incident types, or particular geographic areas. Filters work independently of your base report criteria, allowing you to maintain your core report structure while temporarily modifying the displayed data. This feature is essential for supervisors and administrators who need to present data in various formats for different audiences or reporting requirements.

Required Permissions

  • Access to Reports Module
  • Ad-Hoc Reports permission
  • View/Edit permissions for the specific data sources configured in your report

Video

Step-by-Step Guide

Setting Up Filters
 

  1. Navigate to the Filters tab - Access this by going to Reports Module Ad-Hoc Reports Create Report, then navigate from the Report Schedule tab to the Filters tab.
  1. Review available data fields - All data fields from your originally selected Data Source Configuration are available to use as filters.
All of the Data Fields from your originally selected Data Source Configuration are available to use as a Filter.
  1. Search for specific fields - Use the search bar at the top to locate specific fields quickly.
     
  1. Select desired filter fields - Check the box next to the field(s) you want to use as filters, then click the plus icon to move them to the active filters column.
     
You can use the search bar at the top to filter for any specific fields. Then select the checkbox next to the field(s) you want. Click the plus icon to move them over.
  1. View active filters - All selected filters will appear in the column on the right side of the screen.
All of your Filters will now be shown in the column on the right.

Managing Filters
 

  1. Remove individual filters - Click the trashcan icon next to any filter to remove it individually.
You can remove an individual Filter by clicking the trashcan icon.
  1. Bulk delete filters - Select multiple filters by checking their boxes (or use the top-left checkbox to select all), then click the trashcan icon in the top right to delete them in bulk.
You can bulk delete one or more Filters by checking the box next to the Filter or by checking the box in the top left corner to select all. Then click the trashcan icon on the top right.
  1. Set default date/time values - For Date/Time data fields, click the clock icon to select a default date/time that the report will open with. This setting doesn't prevent you from selecting different options when viewing the report.

 

Using Filters in Your Report
 

  1. Access filters in your report - Once configured, filters will appear at the top of your generated report.
Your filters will now be available to use at the top of your Report.
  1. Use dropdown filters - Fields with specific data options will display as dropdown lists where you can select one or multiple values.
A field that has a specific set of data options will let you select the ones you want from a dropdown list. You can select one or multiple.
  1. Configure date filters - Date fields provide dropdown lists with predefined date ranges, which can be modified from your default settings.
A Filter field that is a date will give you a dropdown list to select a defined date range.
  1. Apply filter changes - Click "Apply" to regenerate the report with your filtered data selections.
Once you have made your choices on the content to Filter, click Apply to regenerate the Report with the filtered data.
  1. Reset to original view - Click "Reset" to return to the unfiltered report view.
Click Reset to return to the original Report.
  1. Continue report configuration - Navigate to the Settings tab to complete your Ad-Hoc Report setup.

 

Best Practices

  • Select only the filters you regularly need to avoid cluttering the report interface
  • Set meaningful default date ranges for time-based filters to streamline report generation
  • Use descriptive filter combinations to create focused data views for different stakeholders
  • Test filter combinations before finalizing reports to ensure they produce expected results
  • Consider the performance impact when applying multiple filters simultaneously on large datasets
  • Document commonly used filter combinations for team members who will use the reports

Troubleshooting & FAQs

Q: Why don't I see certain fields available as filters? A: Only fields from your selected Data Source Configuration are available. Verify your data source includes the fields you need.

Q: Can I save filter combinations for future use? A: Filter settings are saved with the individual report. Create multiple versions of reports with different default filter configurations if needed.

Q: Why is my filtered report taking a long time to load? A: Complex filter combinations on large datasets may require processing time. Consider narrowing your date ranges or reducing the number of active filters.

Q: Can multiple users apply different filters to the same report? A: Yes, filters are applied dynamically by each user and don't affect the base report configuration for other users.