Document Filter

While you’re viewing a large list of documents, you can apply Filter that allows to quickly access and sort through your document by setting a variety of filter criteria.

Document filters can be executed directly within the list view panel without you having to create a search query.

Executing a document filter will list all documents that match a filter’s criteria.

For example:

To display all the documents that have been created within the range of 01/12/2008 to 01/15/2008 with the status Approved or Pending.

Listing by Document Filter

Creating a document filter

When document filter is created, a filter tag will appear in the column header of that particular field and a listing of all documents that match the filter’s criteria will be displayed.

In the list view panel, click on the field column. When you click on the filter tag next to a field. Docsvault displays in the Filter Drop down list the four service items at the top of the list:

Filter Drop down list

All: Displays all the document with an entry in that field

Custom: Opens the 'Custom Auto Filter' dialog box, where you can specify multiple criteria for filtering the list by using either an AND or OR condition as well as criteria using logical operators, such as "is greater than," "is less than," "like," "not like," and so on. For more information, see Custom Filter

Following the Custom item, the field's drop-down list box displays all the unique entries in that field in ascending order (lowest to highest in numeric and date fields and A to Z in text fields). To filter out all the document in the list except those that contain a particular entry or value, click that entry or value on the field's pop-up menu.

To create a document filter:

•	In the tree view, click on the folder that contains the documents you want to filter.

•	Select any field column in the list view panel that has a value of interest. Click the 'Filter' tag next to the field on the column header .

•	Set the filter criteria.

•	Docsvault automatically turns on the filter and filters using the value in the selected column.

If you want to apply multiple filters to the list, continue in the same way. That is, select a column in the now-filtered list that contains a value you want to use to filter the list further. Then click the 'Filter' tag. Docsvault restricts the data view by that additional criteria.

Note:

•	If this feature is enabled, the values you selected last are displayed at the top of the list. This reduces the amount of scrolling needed for commonly used filter conditions.

Frequently used Filter condition

To redisplay the entire data list, you can click the (All) item at the very top of the field's filter pop-up menu in the usual way it was created.

Custom Filter

You can use the Custom on a Filter Drop down list to open the ''Custom AutoFilter dialog box, where you can specify more complex filtering criteria by using conditions with the AND and OR logical operators. When you click the Custom on a Filter Drop down list, Docsvault opens the Custom AutoFilter dialog box, as shown below

For example:

To display all the documents that have been created within the range of 01/12/2008 to 12/15/2008.

Custom Autofilter

An example document filter is shown above. Here, you select the type of operator to use in evaluating the first and the second condition in the top and bottom drop-down list boxes and the values to be evaluated in the first and second condition in the associated combo boxes. You also specify the type of relationship between the two conditions with the And or Or radio buttons (the And radio button is selected by default).

When selecting the operator for the first and second condition in the leftmost drop-down list boxes at the top and bottom of the 'Custom AutoFilter dialog box', you have the following choices:

•

equals

•	does not equal

•	is greater than

•	is greater than or equal to

•	is less than

•	is less than or equal to

•

blanks

•	non blanks

•

not like

Note:

•

You can use the 'like' and 'not like' operators when filtering a text field, you can also use the question mark (?) and asterisk (*) wildcard characters when entering the values for use with these operators (the question mark wildcard stands for individual characters and the asterisk stands for one or more characters).

•	You use the other logical operators when dealing with numeric and date fields.

When specifying the values to evaluate in the associated combo boxes on the right side of the Custom AutoFilter dialog box, you can type in the text, number, or date, or you can select an existing field entry by clicking the box's drop-down list button and then clicking the entry on the pop-up menu.

In the above example -setting up filtering criteria in the 'Custom AutoFilter' dialog box that selects documents whose Creation Date values fall within a particular range of values. This example uses an AND condition to filter out all documents where the Creation Date are below 01/15/2008 and above 01/12/2008 by entering the following complex condition:

Creation Date is greater than or equal to 01/12/2008 AND is less than or equal to 01/15/2008

You can also use the 'Custom AutoFilter' feature to create an OR condition where records are displayed if they contain a value or an entry that meets either one of two conditions.

For example:

Suppose that you wanted to see only the documents in the data list where the Profile property 'Status' is Approved or Pending.

To do this, you open the 'Custom AutoFilter' dialog box from the Status field's Filter Drop down list menu. Then, select the Equals operator in both condition drop-down list boxes, select Approved and then Pending in the respective combo boxes, and then click the Or radio button to create the following complex condition:

Status equals Approved OR equals Pending