When creating a list/record or multiple select custom fields, we can filter the choices available in that field on records and transactions based on selections made in other fields. This allows tailoring the exact choices offered to users entering records and transactions.
Note: Filtering only applies to lists of records. It does NOT apply to custom lists.
To filter a list/record or multiple select custom fields:
1. Click the Sourcing and Filtering subtab.
2. In the Filter Using field, choose a field to filter on.
3. The field we choose here is a field on the record you selected in the List/Record field.
4. The field selected limits the results according to the filter criteria you define. For example, if we were limiting an employee list field to only show sales reps, we would select the [Is] Sales Rep field in this column since that is the name of the field on the employee record.
Note: If we specify two or more filters, the custom field uses a popup list, not a dropdown list.
5. If the field chosen in the Filter Using column is a check box, tick the Is Checked box to show only records with that box checked.
6. In the Compare Type column, select how we want the information compared to the criteria you set. For example, select equal to ensure that the information we set as criteria matches the selections available in the list exactly.
7. In the Compare Value to column, enter the value we want to filter the list by.
8. If the field chosen in the Filter Using field is a list, choose the value we want to show in the Value Is column.
9. Tick the Is Not Empty box to include all records with a value entered in our filter field. (This option is not available for check box fields.)
10. Tick the Is Empty box to include all records with no value entered in your filter field.
11. In the Compare To Field column, choose which field on the record selected in the List/Record field you want to compare to the field in the Filter Using column.
12. Click Add/Edit.
13. Repeat these steps to add filters to this custom field. The more filters you add, the fewer choices are offered in the field. Each selection must match each filter to be included.
14. Click Save.