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Filtering Reports

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Previous: Create New Report 

Enter Filter Criteria

  1. Choose a field from the first drop-down list.
  2. Choose a filter operator.
  3. Enter a value in the third field and click OK. For picklist fields, click the lookup icon to select a value.
  4. Use the Add menu to choose the type of filter to add. By default, the Add button creates a field filter. When you click  on the field filter, you can browse available fields, the first field in the list is the default.
  5. With tabular, summary, and matrix reports, you can drag a field from the Fields pane to the Filters pane to add a report filter.
  6. Optionally, click Add | Filter Logic to change the default AND relationship between each filter.

Build Effective Filters

  1. Filtering on Text Fields
    • Separate search terms by commas to filter by more than one value. For example, to search for accounts in California, New York, or Washington, use State contains CA,NY,WA.
    • Filtering isn't case sensitive. For example, searching State contains ID returns all matches for "ID", but also returns any instances of "Florida" and "Idaho" because they contain "id" in their names.
    • When you filter on standard long text area fields, such as Description or Solution Details, only the first 1000 characters of the field are searched for matches in reports. Reports can"t be filtered on custom long text area fields. Only the first 255 characters are shown for custom long text area fields in list views.
  2. Filtering on Date Fields
    • If entering a date, use the format allowed by your Locale setting. You can also use special date values like TODAY, NEXT WEEK, NEXT YEAR, LAST DAYS, and so on.
  3. Filtering on Numeric Values
    • Place quotation marks around numbers or other data that includes commas. For example Amount equals "10,000" returns records that have an amount of $10,000 but Amount equals 10,000 returns $10,000 as well as $10 and $0.
    • To search for phone numbers, include the exact phone number formatting or example, Phone starts with (561).
  4. Filtering on Picklist Values
    • When filtering on multi-select picklist fields, use a semicolon between values to specify an exact match.
    • For example, selecting the "equals" operator and a semicolon between two values includes records with both values specified, excluding all other values.
    • If your organization uses record types, the lookup dialog lists picklist values for all record types. Use the "equals" or "not equal to" operators for these filters.

Filter on Blank Values

  • When you use the "less than," "greater than," "less or equal," or "greater or equal" operators on fields that have numeric values, records with blank or "null" values are returned as if their value is zero (0). For example, if you create a workflow rule or a lead assignment rule for accounts with the criteria Annual Revenue less than 100000, account records match if their Annual Revenue is blank.
  • However, records with blank field values are not considered matches in report filters, custom list views, and account assignment rules (which assign accounts to territories).
  • To limit results to records that are blank or contain "null" values for a particular field, choose the field and the "equals" or "not equal to" operators, leaving the third field blank. For example, Amount equals returns records with blank amount fields. You can search for blank values or other specified values at the same time. For example, Amount equals 1,2 returns records where the Amount is blank or contains the value "1" or "2".

Add Filter Logic

  1. Click Add | Filter Logic.
  2. Enter each filter line number, separated by an operator:
    • AND - Finds records that match both values.
    • OR - Finds records that match either value.
    • NOT - Finds records that exclude values.

Getting the Most Out of Filter Logic



(1 AND 2) OR 3

Finds records that match both the first two filter lines or the third. Use this expression with the following filter conditions:

  1. Account Owner contains Joe
  2. Industry equals Banking
  3. Annual Revenue greater than 10000000

This filter can help you find banking accounts owned by Joe or any account with a revenue greater than $10 million.

1 AND (2 OR 3)

Finds records that match both the first filter line and either of the last two.

Using the same filters in the example above, this report finds all accounts Joe owns that are either in the banking industry or have a revenue greater than $10 million.

Next: Filter Operators



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