Adding filters to reports

This guide will explain how workspace managers can add filters to Futures reports. This is handy if you are working with large data sets that are too large to be exported. If your report is small enough to be exported, you may find that filtering your reports using Excel is easier. The maximum number of rows you can export is 200,000.

If you are looking at building a report from scratch please see this guide first: Create a report

And, if you have not looked at the pre-built reports that the Futures team have created for you then please review this guide: Using the Futures recommended pinned reports

To add filters to an existing report:

1. On the manage workspace menu select 'Reports'. Click on the link for the report that you want to add filters to and select the 'Filter' tab.
2. Then choose 'Add a new condition' - This will allow you to apply a filter based on any of the reporting fields, including ones not selected for the report.
3. From the drop-down list select the reporting field that you wish to use as a filter condition. This is a long list so if you know which field you want to use as a filter, it might help to use the text search at the top.
4. Depending on what you have chosen, you will see the option to include or exclude entries that meet your condition. For example, if you have selected a date field as a condition you will see the option to specify if you want to include or exclude results on or after a certain date.
5. Click Save, and then save again. Your filter is now added to the report. Go back to the 'Summary' tab and click 'Run'. You can add new filters or edit existing filters any time by returning to the 'Filter' tab.

Examples

Here are some step by step examples of how to add specific filters to your reports.

Items created in the previous financial year

To add filters to your report so that it only shows workspace items created in the previous year (financial year 25/26 at time of writing):

1. On the manage workspace menu select 'Reports'. Click on the link for the report that you want to add filters to and select the 'Filter' tab.
2. Then choose 'Add a new condition' and in the 'Filter based on' drop down select either of the options for 'Creation date'.
3. Then pick 'Is on or after' from the drop down and enter 01 April 2025, click Save.
4. Repeat the steps to add a new condition but this time choose 'Before' from the drop-down and then enter 01 April 2026 for your date. Click save, then save again on the next screen.
5. Your report is now filtered for the financial year ending 31st March 2026. Run the report and review.

Downloads and previews for specific documents

It might be helpful for you to filter a larger workspace report so that it only shows downloads and previews for specific documents rather than all of the documents in the workspace itself.

To add filters to a document report:

1. On the manage workspace menu select 'Reports'. Click on the link for the report that you want to add filters to. Make sure that this report is set to report on 'Workspace content' and that it contains the download and preview fields you are interested in.
2. Now select the 'Filter' tab.
3. Then choose 'Add a new condition' and in the 'Filter based on' drop down select 'Item name'.
4. The next drop down has a list of options but as an example, select 'Contains' and then in the text box type the name (or part of the name) of the item, click Save, and then Save again. The report will now be filtered for just documents containing your chosen item name. Run the report and review.

Add multiple conditions to a document report

If there is no common text string in the item names of the documents then you can add multiple conditions to your filters, instead of the steps above:

1. Navigate to the report that you want to apply the filters for and then go to the 'filter' tab.
2. Click 'Add an 'Any' group', then add the item name filters as above.
3. On the filter tab, once you've added your new conditions you will need to use drag and drop to place them so they sit underneath your 'Any of' group with a line pointing straight down to link them up.

Multiple conditions can be added to any field(s), not just item name.

If you require further assistance configuring reports then please contact the Futures support team at [e-mail]