General Filtering

1.In each tab of the Filter Criteria window, there are several “Group Boxes”, each enclosed by a thin grey line. A group box contains several fields – check boxes, text fields or drop-down lists – from which you can check/enter/select your filter criteria.

2.In the text fields, you may be able to type in an entry or you may be forced to select a record from the Find window.  If you type in an entry, any record that partially matches the entry will appear.  For example, if you are setting a filter for the Event List report and you type “convention” into the Event Name field, any event with “convention” in the title will appear in the filtered list.

3.The drop-down lists may have different options, but they are fairly straightforward.  Sometimes you can choose whether you want to Include or Exclude certain records.  You may also be able to choose whether you want to show one of two options or Both.  Sometimes you can choose Dates, or for communications, the person to whom it is Attached.

4.However, the drop-down lists with the three options of Unspecified, Yes or No operate somewhat differently.  These options exist mainly for filtering attendees.

a.Select Yes if the attendee must meet the criterion for the records to appear in the filtered view.  For example, you would select Yes for Presenters if the attendee must be a presenter to appear in the filtered view.

b.If you select Yes for more than one option, the attendee must match all “Yes” criteria for the records to appear in the filtered view.  In the illustration below, the attendee would have to be a Presenter and an Exhibitor, as well as Confirmed, to appear in the filtered view.

c.Select No if you do not want attendee records of that specification in the filtered view.  For example, if you selected No for Sponsors, attendees classified as sponsors would not appear in the filtered view.

d.Select Unspecified if you do not want to limit the filtered view by that parameter.

5.If you select multiple criteria in one group box, a record usually only needs to match one of those criteria in order to appear in the filtered view.  For example, if you were viewing companies in the Companies/Contacts screen and selected Business, Educational and Government from the Category group box, the companies would have to be classified as Business, Educational or Government (not all three) to appear in the filtered view.

6.However, with the text fields, the records have to match all of the entries in the fields.

a.For example, if you are filtering attendees and you type “John” into the First Name field and “Smith” into the Last Name field, the filtered view will only show attendees with the name “John Smith”.

b.It will not show all of the attendees with either the first name of John or the last name of Smith, such as John Brown, John Peters, Mary Smith, Jane Smith and so on.

7.Alternatively, you can type in multiple search terms separated by commas (no spaces), and records that match one of each search term will appear.  For example, if you are filtering attendees and type john,jane,mary into the First Name field and smith,brown,peters into the Last Name field, attendees who have a name that is any variation (John Smith, John Brown, Jane Smith, Mary Smith, etc.) will appear in the filtered view.

8.If you select multiple options in more than one group box, the record must match one selected criterion in each group box in order to appear in the filtered view.

a.For example, say that you want to run a report showing a list of events. You selected Meetings and Wedding in the Category group box and Confirmed and Tentative from the Status group box.  The report would only list Confirmed or Tentative Weddings or Meetings.  It would not display, for example, Tentative Tradeshows or Prospective Weddings.

b.In another example, if you are in the Event Maintenance screen and want to view all Attendees from Company X who are classified as Advertisers or Sponsors, you would set the filter as illustrated below.  The filtered view will display only advertisers from Company X and sponsors from Company X.  It would not, for example, display an Presenter from Company X or an Advertiser from Company Y.

9.If you choose criteria in multiple groups under multiple tabs, the record must match one selected option in each group box in each tab in order to appear in the filtered view.  For example, say you want to run the Confirmation Sheet report for several events, not for every single event.  You only want to view the report for Confirmed-status Conferences or Conventions events that occur between October 1, 2007 and January 30, 3008, which are hosted by companies categorized as Business or Financial.  Your filter would look like the filter pictured below.  Events that do not meet at least one of each criteria selected in each group box will not appear in the filtered view, and so will not be included in this batch of printed confirmation sheets.  For example, you would not print a confirmation sheet for a Convention hosted by a Government company, or a Banquet hosted by a Business company.