Filter, Groups and Search use cases¶

Requirements

This tutorial requires the installation of the Viindoo all-in-one enterprise management system.

When interacting with the data, the user always wants to see and get exactly the required data. To serve this demand, Viindoo software provides the features for searching, filtering, and grouping the data, supporting users to find and classify data quickly by many criteria. Besides, these features also allow users to collaborate and share information among others with just a few simple steps.

This article will help you to understand the way these features work as well as how they are applied with the Viindoo software.

Search, Groups and Filter features in Viindoo software¶

Searching and Filtering the record¶

Similar to the searching menu, you can also use search and filter features for data records. The search bar is always located in the upper right corner of each view or report (as shown). When you type a keyword, depending on the view and the application, the software will automatically suggest which keyword belongs to which field in the record.

Keyword suggestion in Viindoo search bar

For instance: At the Contact view on the Contact application, when you type “Nguyen Van Thanh” on the search bar, the system will automatically suggest the related fields which may contain this phase such as Name, Related Company, Email, etc. You can choose one of the suggested fields to quickly search for the entered keyword. For some suggested fields, you will see an arrow button next to them. Click on that to display the list of hints which can be found.

Displaying the suggested result of the entered keyword

If your search field is not among the suggestions above, you can still filter your search results by using another method. Below the search bar, you click on the Arrow icon, and then you can find some existing filters or create a new one of your own on the Filters section.

For Example: When you hit on the Arrow icon, in the Contacts view, you will get the existed filters like Individuals to filter the Individuals contacts, Is Employee to filter the employees’ contacts, etc. If there is no suitable filter among the available filters, click on the Add Custom Filter button to open a menu with more filters.

You will see the required fields to enter for filtering:

Choosing the fields for the custom filter

Choosing the criteria for the custom filter

Select a field to search from among the filterable fields contained in that record.
Select the right one among the search conditions:
- Contains - Doesn’t contain:
  
  These conditions will search for results that may or may not contain the keyword phrase you are looking for.
- Is in - Is not in:
  
  These conditions only filter the results that completely match or completely don’t match with the keyword you entered.
- Is set - Is not set:
  
  These conditions will check if the field you searched for on the record contains a certain result. If that field is entered, the record will be counted as is set; otherwise, the record will be counted as is not set.
Enter a keyword phrase for searching. This field will not appear if you select the search condition as is set or is not set.

Selecting the search keywords for the custom filter

In addition, you can add more conditions parallel to the existed conditions by clicking on the New Rule button. The records after filtering will need to satisfy one of the conditions that you have set with this method.

After adding all the necessary conditions, hit on the Add button to allow the system to use these filters. For the entered filters after applying the previous one, the system will filter the results that satisfy all the selected conditions.

Multi-domain search and filter¶

In the filtering pop-up window, you can filter by All or Any criteria.

Any: The Viindoo software filters all records that satisfy at least one of the conditions set.

All: The Viindoo software filters all records that satisfy all of the conditions set.

Furthermore, there are various icons available that you can use to create other criterias.

Plus icon: For adding one more condition in the filtering. The same function is executed when you press the New Rule button

Brand icon: Adding a new brand condition in the filtering

Delete icon: Delete a specific condition from the filtering

Groups feature in Viindoo¶

Besides filtering the data, you can group the records by more than one criteria. Just look for the Arrow icon beside the search bar (depending on the view of Viindoo you may find this button).

For instance: At the Contacts app, when clicking on the Company criteria on the Group by section, the records will be grouped by the field Company on those contacts. If you continue to select the Country criterion, each group of records grouped by Company will be classified into smaller groups by Country.

Alternatively, you can also select a custom group by clicking on Add Custom Group and selecting the field corresponding to the filter customization feature above.

Save Filters and Groups in Viindoo¶

The Viindoo software allows users to save the created searches, filters, and groups for future uses. After entering all the matching criteria, hit on Save current search button on the Favorities section. You need to enter the name of the filter you want to save and can choose only one of two options including:

Hit on the button to save the current filter

Default filter:

This filter will be applied as soon as you access the view.
Shared

When this option is selected, all users on the system will see and can use the created filter by you. Otherwise, this filter will only be seen and used by you.

After completing the editing, you click the Save button. You will find your saved filters in the Favorites menu. In case you want to delete a saved filter, hit on the trash bin icon on the right of the filter’s name.