Filters

Author: System Administrator Displayed: 6941
Created: 12/02/2016 Updated: 29/08/2018
Version: 26
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How to create, apply, save and share filters

The video tutorial

 

Table of contents

Introduction

How to work with custom filters

How to work with default filters

How to work with filters used by modules in homepage personalization

Options

Corner situations

 

Introduction

Filters are a useful tool to improve your listings by displaying only items you are looking for. With the help of filters, you can find anything easier and quicker way, saving your time and effort. Filters are available throughout entire Easy Redmine and can be used with any kinds of data represented as lists, calendars or charts. You can save them for future use and share with others as well.

The entities of Easy Redmine for which a filter can be set include:

Easy buttons, Tasks, Task Gantt, Projects, Project Gantt, Project templates, Users, Milestones, Attendance, Time entries, Task timers, Agile Board, Budget sheet, Cash desk, Cash desk records, Contacts, Groups of contacts, CRM cases, CRM case items, CRM contacts, Helpdesk - projects, Invoices, Periodic invoices, Invoice items, Knowledge, Planned expenses, Planned revenues, Real expenses, Real revenues, Travel costs, Travel expenses, Projects budget overview, Cash flow, Personal finances, Templates of personal finance, Export templates, Attachments, Timesheets, Resource allocation, Resource allocation by project

You can create both custom filters and default filters. At first, let's take a look at custom filters.

 

How to work with custom filters

Custom filters are any filters except system default ones. That means you must apply them manually every time you need them. Before you can set a custom filter, you must create one. To do that, open any of the listed entities in Easy Redmine, such as task list, and click on Filters default in the upper right corner. Now you have to select one or more filters that will apply simultaneously. For example, you add 3 filters: Project is <<my projects>>, Status is New and Tracker is Task. So it will look like this.

Easy Redmine 2018 Filters 01.jpg

Now you have created your custom filter and should decide whether you need it just for this time, or you prefer to save it for future reuse. In the first case, click on Apply button and the filtered results will show immediately. In the other case, click on Save button and you get into New filter settings with several options to set, including:

  • Name (name of your filter)
  • Visible to (choose if the filter can be seen and used by you only (private filter), any user (public filter), specific roles and all projects/subprojects)
  • Default columns (if ticked, filter will show default columns such as ID, Project, Subject, Assignee, Due date and % Done; otherwise, you select which columns to show)
  • Tagged in heading (choose how the filter tag will look like via the icon and color selection)
  • Output (choose if the filtered results will show as a list, tiles, chart, calendar, report, Kanban or all of these options)
  • Filters (our filters as you already set up in the previous step)
  • Custom formatting (choose if a specific custom formatting scheme will activate along with the filter)
  • List/Calendar/Row (based on the previous setting of Output, choose criteria of sorting and grouping of filtered results)

List options include:

  • Sort (choose criteria based on which the results will be sorted in the first, second and third order, also set the order ascending or descending)
  • Group results by (results can be grouped by selected criteria, such as priority, project, user, due date etc.)
  • Show total row (shows a row with total values, such as sums)
  • Load groups opened (groups of results will expand so you will see their sub-items right away)
  • Show avatars (shows personal user avatars, i.e. little profile images)

Tiles options include:

  • no options available

Chart options include:

  • Choose chart renderer (type of chart - line, bar, pie)
  • X axis (only if results are not grouped, otherwise X-axis is the same as column by which query is grouped)
  • Default period (shows a period of time per day, week, month, quarter or year)
  • Y axis (either shows count of grouped entities or sum of selected criteria, such as estimated time)

Calendar options include:

  • Calendar period (shows a period of time on weekly or monthly basis)

Report options include:

  • Group by on top (any task field)
  • Group by on side (any task field)
  • Sumable column (price or story points)
  • Count (check or uncheck to see the total count row)

Kanban options include:

  • Kanban grouped by (status or tracker)
  • Subtitle (any task field)
  • Value info (price or story points)
  • Additional options (avatar, date, icon)

Easy Redmine 2018 Filters 02.jpg

 

How to work with default filters

Default filters are those set as system default and they are active every time when no custom filters are active. To edit settings of default filters, go to More > Administration > Filter settings. In the heading, select a particular entity for which you need to edit the filter. For example, you need to edit default filter on Tasks. So click on the appropriate tab and you get onto settings page, which is very similar to the one used to create a custom filter. There are the following options:

  • Add filter (select one or more filters that will be applied simultaneously)
  • Default custom formatting (choose if a specific custom formatting scheme will activate along with the filter)
  • Default columns (choose columns from the list that will show as default and move them to the right field)
  • Group results by (results can be grouped by selected criteria, such as priority, project, user, due date etc.)
  • Sort (choose criteria based on which the results will be sorted in the first, second and third order, also set the order ascending or descending)
  • Show total row (shows a row with total values, such as sums)
  • Load groups opened (groups of results will expand so you will see their sub-items right away)
  • Show avatars (shows personal user avatars, i.e. little profile images)

When settings si completed, it might look like this.

Easy Redmine 2018 Filters 03.jpg

Now, when you save the filter and go to Tasks, you will find the list of items filtered according to these criteria (if no custom filter is active). When editing default filter of some other entity, there might be little different setting options, however, they are all very similar to those already described.

 

How to work with filters used by modules in homepage personalization

There are more situations where you come across filters in Easy Redmine, such as homepage personalization. As you know, you can easily personalize your homepage by adding, adjusting and removing modules from the selection. Some of these modules contain filters to show you sought-after results only. The most common modules with filter settings are Attendance, Tasks from filter, CRM cases by filter, Documents, Knowledge posts, Invoices overview, all Users and Money modules. There is also a module called Saved filters list where you select which types of private and public filters will be easily accessible directly from your homepage. The filter settings in homepage personalization might look like this. After clicking on "Save page and go back" button, you will see clearly filtered data.

Easy Redmine 2018 Filters 04.jpg

 

Options

Apart from filters alone, there are some additional options related to filters, allowing you to configure the columns and style of outputs (results) shown on the screen. Options can be found under the "Options" icon in the top right corner (next to the Filters icon). You can select from 4 different types of outputs as follows.

List

This type allows you to see a standard list of results with rows and columns. The rows are determined by the number of items corresponding to the filter settings. Columns can be added or removed in the Options settings, and you can group the results as per various criteria as well.

Easy Redmine 2018 Filters 05.jpg

Tiles

This option allows you to see results as tiles. No additional settings are available for this output type.

Easy Redmine 2018 Filters 06.jpg

Chart

This option allows you to see results as a chart with configurable values for X axis and Y axis. As for chart renderer, you can select from line, bar or pie.

Easy Redmine 2018 Filters 07.jpg

Calendar

This option allows you to see results as a calendar with a configurable time period.

Report

This option allows you to see results as a report, which is basically a pivot table with grouping options both on the horizontal and vertical sides of the table. On the vertical side, you can even group by more than one criteria. Summable column shows configurable variables as per corresponding groups in the rows. Ticking the "Count" checkbox enables to see the number of items in each box in addition to the value itself. This is especially useful with Money plugin and its financial reports, such as Portfolio overview.

Easy Redmine 2018 Filters 08.jpg

Kanban

This option allows you to see results as a Kanban board with many configurable options.

 

Corner situations

When default task sorting is set to sort by parent task, tasks are sorted by the tree structure, thus ignoring any other sorting rules that might be set at the second and third level of sorting in default filter settings.

When using personalization modules to filter tasks assigned to a group I'm the member of.

  • My tasks - not showing the tasks in my group
  • Tasks from filter - when assignee is <<me>>, it shows tasks in my group
  • Tasks from filter - when assignee is my user account name, it doesn't show tasks in my group

If a project list is sorted by some parameter (for example names), then it cancels the tree structure view. This can be changed in default project filter settings (/easy_query_settings/setting?tab=easy_project_query)

When you are on a project list and need to filter only those projects where a user has a certain role, use the combination of two filters:

  • Project members is: (username)
  • Role is: (select one or more roles)

Limitations and exceptions

  • "Show avatars" function does not work on Easy Gantt because the list must be modified for a better graphical view.
  • "Show avatars" function is usable for lists containing any native field where you select a user (not in a custom field of "user" type nor lookup field over users).
  • "Load groups opened" function works for grouped lists, thus you must have selected the attribute "group results by" - the same applies to the project list - if you do not have grouped projects, they will appear in the tree that is closed by default.
  • Exporting options in the lower right corner only work for List view, not for other display options such as tiles, chart, calendar, and report.

If the filter output is a chart showing data for a selected time period, changing the time unit in the top right corner of that chart (day, week, month, quarter, year) will cancel the currently displayed time period and show the default period instead.

If you set the default filter using saved filters management (see below), the output will always be in the list format, even though you have other output formats set in that filter. This due to performance reasons - charts load longer in general and this should not be in default view.

Easy Redmine 2018 Filters 09.jpg

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