6 min read

Feature

The advanced board filters are a powerful tool designed to efficiently sort and view relevant data within your boards. By utilizing advanced filters, you can quickly locate the most relevant information, streamline project management, and enhance collaboration.

Whether managing large datasets or tracking progress on multiple initiatives, advanced board filters are the answer for keeping you focused and productive! 🤺

Add advanced filters

To access the advanced filters click on the arrow to the right of the "Filter" icon, or click on the words "Switch to advanced filters" at the bottom of the quick filters pop-up window. 

From within the advanced filter pop-up window, choose the column you want to filter by, the condition, and the value. The dropdown menu will provide results based on the specific conditions and values selected.

Filter by multiple conditions 

In order to filter your board by multiple different conditions in the advanced filter, simply click on the "Add new filter" button at the bottom left of the filter screen. Then, follow the steps again to choose the column that you want to filter by, the condition, and the value you want to display or not, and voilà!

Note:  When adding multiple conditions, you can choose from "AND" or "OR" to allow you to narrow down your results to exactly what you need! 

By clicking on the "New group" button underneath the filter parameters, you can add new conditions to your filter with "And" or "Or" extensions. You can then customize the filter by selecting the column, condition and value of the filter.

Note: To set up additional filtering within a group, simply click "+ New filter" within the grey box outlining the group you've created. 

Filter by date and time 

If you would like to filter your board to see items between two dates, the filtering option will vary depending on whether or not there is a specific time attached to the dates. If there are no specified times included in the dates, the items within the timeframe of the end date will be included. 

However, when there is a time associated with the date, the filter will pull items up to and excluding the end date, as it filters up until 12:00am. In this instance you would select the end date as the following day. As seen in the example below: 

Note: If your board has a date or timeline column that you wish to filter by date, "next week" means the following week Monday-Sunday and not the last 7 days. The same applies for "last week", "next month". You can change your first day of the week settings right here. 

Filter your subitems 

Not only can you filter the items on your board but you can filter your subitems as well! Since subitems are considered property of the parent item rather than separate entities, we've provided a few different filtering options. This way, no matter how you utilize your subitems, you'll find a filtering method that compliments your workflow in your table view. 

Note: Subitems can only be filtered using Advanced Filters, not Quick Filters. 

Depending on how you're using subitems on your board, you'll want to use different settings when filtering your subitems.  

• Filter by parent columns

When you filter by a column belonging to your parent items, filtered results will show all parent items that fit the criteria including all of their subitems, regardless of whether or not the subitems fit the criteria. For example, if you filter where the parent Status Column is "Working on it", you will see all parent items with that label, as well as all of their subitems, including those with other statuses that are not labeled "Working on it". 

• Filter by subitem columns

When you filter by a subitem column, filtered results will show all subitems that meet the criteria along with their parent item. For example, if you filter where the subitem Status Column is "Done", you will see all subitems with that label, along with the parent item. You will not see any subitems that are marked with other labels. 

Note: Because a subitem is the property of its parent item, subitems that pass the filters will always be accompanied by its parent item. 

• Filter by both subitem and parent columns

You can filter by both subitem columns and parent columns simultaneously by applying one or more filters to parent columns as well as one or more filters to subitem columns.

In this case, the conditions of our filters are very important to pay attention to. When creating 2 separate filters for parent items and subitems, selecting "AND" or "OR" will change the filtered results. You cannot create conditions in your filter using both "AND" and "OR", but rather must choose one per set of filters. 

Tell me more about this

Let's look at the example of filtering both items and subitems for all "Done" statuses. 

• When using "AND", you will get results where both the subitem and its parent item are marked "Done". For example, if the item is "Working on it" and the subitem is "Done", you will not see either of these results after filtering.
• When using "OR", you will get results where either the subitem or its parent item are marked "Done". For example, if the item is "Working on it" and the subitem is "Done", you will see the subitem along with its parent item, even though the parent item's status is not "Done". 

Tip: You can also filter your subitems when using dashboards! Click here to learn all about it.

Create a dynamic 'personal view'

Ever wanted to create a personal, filtered view for every account member, so they can easily see the items assigned to them? Are you looking to avoid creating a separate filtered view for each on the team? If this is the case, look no further! By using the "dynamic" option when filtering the People Column, you can easily create one filtered view that is personal for each assignee on your board!

This amazing filtering option works according to the specific person who is viewing the board. For example, if Noy is viewing the board with this filter, she will only see the items assigned to her. On the other hand, if Cassandra is viewing the board with this filter, she will see a different view of only her assigned items!

This can save you loads of time and can help keep your board organized by preventing the need to create ten separate views for a ten person team, and all use one same view instead. 🙌

Note: The dynamic personal filter doesn’t apply when a team is assigned in the People column. This meaning, if you are part of a team that is assigned to an item, that item will not appear when using the dynamic person filter.

Understanding the conditions

The advanced filter offers a lot of condition options, with even more to come in the future. Use the key below as a guide to understanding what each one does for our most commonly used columns. Each column type will result in different options:

Filter with AI

Unsure of which filters are going to narrow in on the data you want to see? No problem! With AI text to filter, you can write a prompt with the data you wish to see and AI will generate the filter parameters for you. 

To access this feature, click on the "Filter with AI" icon in the bottom left-hand corner of your advanced filter window. Once selected, write your prompt in the text-box that appears, and select "Filter". AI will then convert your text into filter parameters based on the information you are searching for. 

Tip: You can write out multiple conditions by which to filter your board in a single prompt, and AI will pull the information based on the available column types and values.  

In the below example, we have created a prompt to filter all form submissions on our board where the submitter has selected "Members Club", and the member club's name is "The Novel-ist Society". Furthermore we asked to filter only those responses that also had "Absolutely! My dream come true" for the "Book reviewer" question. 

Note: To save this filtered view, don't forget to select "Save as new view" in the top right-hand corner of the filter window.

The AI text to filter option is only available for certain column types. If you input a prompt that does not apply to the available columns, AI will not be able to pull the specific filters for you. 

See available AI text to filter column types

• Status Column
• Date Column 
• Person Column- with multiple people assigned 
• Text Column
• Dropdown Column 
• Groups
• Item name 
• Numbers Column