Use Step 3 to filter the data that is shown in your Grid and to order your Grid results. You can apply filter and ordering conditions to each object that you selected fields for in Step 2.
No more than 5,000 parent records can be retrieved for a single Grid. Child records are retrieved per page and different limits apply. We suggest you use the options in this step to ensure the data you are requesting falls within these limits and your data set is specific to your business need and more meaningful for your users.
Admin-Defined Saved Filters
Multiple filters can be saved in Step 3. Each filter that is saved will be available for selection by grid users.
Saved Filters picklist on step 3 of the Grid Wizard displaying the default and saved filters.
Each grid has a default filter that is created automatically. The default filter can be updated and cloned, but not deleted. The default filter will appear as “(Default filter)” in the My Filter picklist on the grid. Any other filters saved on Step 3 will appear with the “(Admin)” prefix in the My Filter picklist. Note, the filters saved on Step 3 will still show in the My Filter picklist on the grid even if User-Defined Filtering is not enabled for the grid.
To create additional filters, you can create new or clone:
- To create new, select “Create New…” in the filter picklist at the top. Make any changes and click “Save” to save your new filter. Note, filters cannot be named “Default” or “Default filter”.
- To clone, click the “Clone” button to clone the currently selected filter. The filter widget will reload and the name of the filter will be defaulted to “Copy of + [filter name]”.
To edit a filter, select the filter from the filter drop down, make any changes and save. To delete a filter, select the filter from the filter picklist then click the “Delete” button. Note, the default filter cannot be deleted.
Note: All the admin-defined saved filters of a grid are deleted when certain grid configuration changes are made, including:
- Changing the grid’s parent object on page 1 of the Grid Wizard.
- Adding or removing child objects on page 2 of the Grid Wizard.
- Enabling or disabling flat view for a child object on page 2 of the Grid Wizard.
Record Ownership
Specify whether the Grid will display all records, records the current user owns or records where the user is the record Owner’s Manager.
Note: Filtering on the Owner.Manager field can also be applied in the Filter by Field section.
Filter by Field
Select up to 10 Filter by Field conditions. Enter a value in the input text box to indicate the filter condition. A blank value in the input text box denotes that the condition will evaluate for a null value.
Below is a list of all available operators and a description of the conditions they check for. Some operators are not available for all field data types.
| Operator | Description |
|---|---|
| equals | Field value exactly matches criteria. |
| not equal to | Field value does not match criteria. |
| starts with | Field value starts with the characters entered in the criteria field. |
| contains | Field value contains any of the characters specified in the criteria field. |
| does not contain | Field value does not contain any of the characters specified in the criteria field. |
| less than | Field value is less than the value of the criteria field. |
| greater than | Field value is greater than the value of the criteria field. |
| less or equal | Field value is less than or equal to the value of the criteria field. |
| greater or equal | Field value is greater than or equal to the value of the criteria field. |
| includes | Typically used with the comma separator to designate multiple values. For multi-select picklist, field value includes one of the comma separated values in the criteria field (NOTE: if you want to indicate multiple values for a single criterion in a multi-select picklist, use the semi-colon; for example “Value 1;Value 2, Value 3” would match all records that have Value 1 and Value 2 selected OR Value 3 selected). For all other data types, field value exactly matches one of the comma separated values in the criteria field. |
| excludes | Typically used with the comma separator to designate multiple values. For multi-select picklist, field value does not include any of the comma separated values in the criteria field (NOTE: if you want to indicate multiple values for a single criterion in a multi-select picklist, use the semi-colon; for example “Value 1;Value 2, Value 3” would match all records that have Value 1 and Value 2 selected OR Value 3 selected). For all other data types, field value does not include all of the comma separated values in the criteria field. |
For all text-based data types, the operators are not case sensitive. Also for text-based data types, the contains, does not contain, includes and excludes operators allow you to specify multiple values for a criteria by separating the values with a comma. For example, the below filter condition returns all records where Billing State/Province (a text field) equals CA or NY:
- Billing State/Province – includes – CA,NY
For record type and picklist fields, all available operators will evaluate a comma separated list of values. For example, the below filter condition returns all records where Industry (a picklist) starts with A, B, or C:
- Industry – starts with – A,B,C
By default, filter conditions will be evaluated together with a boolean “AND” operator. For example, if three filter conditions are specified they will be evaluated as (1 AND 2 AND 3). See the Advanced Filter Conditions section below to specify other boolean conditions.
Fields that are single and multi-picklists, record types, or booleans will have their values accessible by clicking an arrow in the filter value input. You can also begin typing in the input to see matching values.
Locked Filters
Filter conditions can be locked to prevent grid users from editing those filter conditions when User-Defined Filtering is enabled. To lock a filter, simply click the Locked checkbox. If there are one or more locked filter conditions, then the Advanced Filter Conditions must be specified. See the Advanced Filter Conditions section below for details on how to add locked and unlocked filters to the Advanced Filter Conditions.
Filter by Formula
GridBuddy supports the following formulas as criteria in the Filter by Field section:
| Formula | Description |
|---|---|
| $Date.today() | For Date fields, return today’s date. This formula also allows you to add and subtract days to today’s date. For example, a date of one week ago could be represented by entering “$Date.today() – 7” in the Filter by Field criteria text box. |
| $DateTime.now() | For DateTime fields, return the current date and time. This formula also allows you to add and subtract days to the current time. For example, a date/time of one week ago could be represented by entering “$DateTime.now() – 7” in the Filter by Field criteria text box. |
| $User.ShortId() | For ID and Text fields, return the ID of the current user in short (15 character) format. This formula can be used with formula fields that pull in an Owner Id in 15 character ID format. |
| $User.LongId() | For ID and Text fields, return the ID of the current user in long (18 character) format. |
| $User.Name() | For Text fields, return the full name of the current user. |
| $User.FirstName() | For Text fields, return the first name of the current user. |
| $User.LastName() | For Text fields, return the last name of the current user. |
| $User.UserName() | For Text fields, return the username of the current user. |
| $User.ShortProfileId() | For ID and Text fields, return the Profile ID of the current user in short (15 character) format. This formula can be used with formula fields that pull in a Profile Id in 15 character ID format. |
| $User.LongProfileId() | For ID and Text fields, return the Profile ID of the current user in long (18 character) format. |
| $User.ShortRoleId() | For ID and Text fields, return the Role ID of the current user in short (15 character) format. This formula can be used with formula fields that pull in an Role Id in 15 character ID format. |
| $User.LongRoleId() | For ID and Text fields, return the Role ID of the current user in long (18 character) format. |
GridBuddy supports the following relative Salesforce date filters that apply to both Date and Date Time fields. Refer to the Salesforce documentation for additional details on these filters: https://developer.salesforce.com/docs/atlas.en-us.soql_sosl.meta/soql_sosl/sforce_api_calls_soql_select_dateformats.htm
| Filter | Description |
|---|---|
| YESTERDAY | |
| TODAY | |
| TOMORROW | |
| LAST_WEEK | |
| THIS_WEEK | |
| NEXT_WEEK | |
| LAST_N_WEEKS:n | For the number n provided, starts 12:00:00 of the last day of the previous week and continues for the last n weeks. |
| NEXT_N_WEEKS:n | For the number n provided, starts 12:00:00 of the first day of the next week and continues for the next n weeks. |
| LAST_MONTH | |
| THIS_MONTH | |
| NEXT_MONTH | |
| LAST_N_MONTHS:n | For the number n provided, starts 12:00:00 of the last day of the previous month and continues for the last n months. |
| NEXT_N_MONTHS:n | For the number n provided, starts 12:00:00 of the first day of the next month and continues for the next n months. |
| LAST_90_DAYS | |
| NEXT_90_DAYS | |
| LAST_N_DAYS:n | For the number n provided, starts 12:00:00 of the current day and continues for the last n days. Example: Account Created Date – equals – LAST_N_DAYS:365 |
| NEXT_N_DAYS:n | For the number n provided, starts 12:00:00 of the current day and continues for the next n days. Example: Opportunity Close Date – greater than – NEXT_N_DAYS:15 |
| THIS_QUARTER | |
| LAST_QUARTER | |
| NEXT_QUARTER | |
| NEXT_N_QUARTERS:n | Starts 12:00:00 of the next quarter and continues to the end of the nth quarter. Example: Account Created Date – less than – NEXT_N_QUARTERS:2 |
| LAST_N_QUARTERS:n | Starts 12:00:00 of the previous quarter and continues to the end of the previous nth quarter. Example: Account Created Date – greater than – LAST_N_QUARTERS:2 |
| THIS_YEAR | |
| LAST_YEAR | |
| NEXT_YEAR | |
| NEXT_N_YEARS:n | Starts 12:00:00 on January 1 of the following year and continues through the end of December 31 of the nth year. Example: Opportunity Close Date – less than – NEXT_N_YEARS:5 |
| LAST_N_YEARS:n | Starts 12:00:00 on January 1 of the previous year and continues through the end of December 31 of the previous nth year. Example: Opportunity Close Date – greater than – LAST_N_YEARS:5 |
| THIS_FISCAL_QUARTER | |
| LAST_FISCAL_QUARTER | |
| NEXT_FISCAL_QUARTER | |
| NEXT_N_FISCAL_QUARTERS:n | Starts 12:00:00 on the first day of the next fiscal quarter and continues through the end of the last day of the nth fiscal quarter. Example: Account Created Date – less than – NEXT_N_FISCAL_QUARTERS:6 |
| LAST_N_FISCAL_QUARTERS:n | Starts 12:00:00 on the first day of the last fiscal quarter and continues through the end of the last day of the previous nth fiscal quarter. Example: Account Created Date – greater than – LAST_N_FISCAL_QUARTERS:6 |
| THIS_FISCAL_YEAR | |
| LAST_FISCAL_YEAR | |
| NEXT_FISCAL_YEAR | |
| NEXT_N_FISCAL_YEARS:n | Starts 12:00:00 on the first day of the next fiscal year and continues through the end of the last day of the nth fiscal year. Example: Opportunity Close Date – less than – NEXT_N_FISCAL_YEARS:3 |
| LAST_N_FISCAL_YEARS:n | Starts 12:00:00 on the first day of the last fiscal year and continues through the end of the last day of the previous nth fiscal year. Example: Opportunity Close Date – greater than – LAST_N_FISCAL_YEARS:3 |
| N_DAYS_AGO | |
| N_WEEKS_AGO | |
| N_MONTHS_AGO | |
| N_QUARTERS_AGO | |
| N_YEARS_AGO | |
| N_FISCAL_QUARTERS_AGO | |
| N_FISCAL_YEARS_AGO |
Cross-Object Filters
Specify whether you only want to see parent records that have or do not have child results as defined in the child filter section. For example, you might choose to only show Accounts that have “Closed/Won” Opportunities. You can filter by a child result if the child object meets the following criteria:
- The child object is directly related and not an Event, Event Attendee or Task object.
- The child object name is not the same as the parent object name.
- The child object is unrelated (including other side of the junction) Unlimited Only
If you specify multiple related objects to filter by, then those conditions will be evaluated together with a boolean AND operation to determine whether the parent record shows or not. You can specify a maximum of two (2) related objects and one (1) unrelated object to filter parent results.
Advanced Filter Conditions
Write conditions using “AND”, “OR” and “NOT”. If you specify an Advanced Filter Condition for an object, you must include numbers for all the Filter by Field conditions you added.
Use the following tips when entering filter logic:
- Use the line numbers at the beginning of each filter by field line to represent it in the advanced filter Boolean expression, and separate each line number with AND, OR, or NOT to specify the conditions a record must meet to be included. Use the AND operator to find records that match both values, use the OR operator to find records that match either value, and use the NOT operator to find records that exclude values. Use filter logic to specify the relationship between each filter line. Avoid conditions like “1 AND OR 2” or “(1 2 3).”
- When you add advanced filter logic, include each filter by field condition in the Boolean expression to avoid an error.
- Make sure all parentheses are closed.
- Enclose conditions that have priority in parentheses. For example, “(1 AND 2) OR 3” finds records that meet either both the first two filters or the third. While “1 AND (2 OR 3)” finds records that meet the first filter as well as either the second or third.
- If you specify filter logic, then add another filter by field condition, you must include that condition in your advanced filter logic. Likewise if you remove a filter by field condition, remove the corresponding number from the filter logic to avoid an input error.
- Begin a condition with the term NOT but do not end one with NOT. For example, “NOT 1 AND (2 OR 3 OR 4)” finds records that meet any of the last three filters and excludes records that meet the first filter.
Here are some examples to help guide you when entering filter logic:
| Example | Description |
|---|---|
| (1 AND 2) OR 3 |
Finds records that match both the first two filter lines or the third. Use the following filter conditions:
This filter can help you find banking accounts owned by Joe or any account with a revenue greater than $10 million. |
| 1 AND (2 OR 3) | Finds records that match both the first filter line and either of the last two.Using the same filters in the example above, this grid finds all accounts Joe owns that are either in the banking industry or have a revenue greater than $10 million. You can also repeat a filter line in your expression. For example, the expression in this example yields the same results as (1 AND 2) OR (1 AND 3). |
| (1 AND 2) OR (3 AND 4) |
Finds records that match both the first two filter lines or the second two filter lines. This could be useful when compiling a list of key deals that are closing soon. Use this expression with the filters below to find all the opportunities over $1 million that are closing in the next 60 days as well as opportunities over $5 million that are closing in the next 120 days. In this example, your filters would look like this:
|
| (1 AND (2 OR 3)) OR 4 | Finds records that match the last filter line as well as those that match the first and either the second or third filter line.For example, using the filter conditions in the first example above, if the last filter line is “Account Owner contains Susan”, then this grid finds all accounts Joe owns that are either in the banking industry or have a revenue greater than $10 million, or all the accounts that Susan owns. |
Advanced Filter Conditions with Locked Filters
If there are one or more locked filter conditions, then the Advanced Filter Conditions must be specified. All locked filter conditions must be specified in the Lockedconditions input, and all unlocked filter conditions must be specified in the Unlocked conditions input. Help text underneath the Locked and Unlocked inputs specifies which filter conditions need to be included in which input. Locked filter conditions are allowed in the Unlocked input, but Unlocked filter conditions are not allowed in the Locked input.
Group by Field
Select a field that the Grid object will be grouped by and whether it will be sorted in ascending or descending order. The fields available for selection are:
- Selected on page 2 of the Grid Wizard
- Groupable and sortable per the Salesforce schema
- One of the following field types: Boolean, Date, Email, ID, Integer, Phone, Picklist, Reference, String, Textarea, URL*
- Not the object’s ID field
- Not a Reference field type where the referenced object’s Name field is an Auto Number
To group by multiple fields, click the Add link at the bottom of this section, and select additional fields and their sort orders. You can specify up to 3 group by conditions.
Fields with summaries configured on page 2 of the Grid Wizard will be aggregated on the Grid when group by fields are selected here. For example, if Opportunity Amount has the SUM summary configured, and you select Account Name to group by, then the grid will show the sum of Opportunity Amount for each Account on the Grid. See the Field Properties section for more details on configuring summaries. Note, if a field with a summary configured is selected for group by here, the grid will be grouped by that field but the summary will be ignored.
- The Grid is sorted by group by fields first, then by the fields selected in the Sort By Field section.
Group by is available for the Grid parent object only.
Group by fields on step 3 of the Grid Wizard. Account Name and Stage are selected for grouping, and Amount is selected for sorting.
Editable Forecast View
To configure Editable Forecast View, select a column grouping. This will cause the grid data to be displayed as transposed, with date or picklist values from records as column headers and the fields you edit stacked vertically.
You must select a grouped field in order to select a column grouping. The fields available for selection for column grouping are the same as those for group by fields mentioned above, except that the fields must be either a Date or Picklist.
- If a Date field is selected for the column grouping, you must select a format.
The selected sort direction will cause the column headers to be sorted in ascending (left-to-right) or descending (right-to-left) order.
Editable Forecast view options on step 3 of the Grid Wizard. Account Name is selected for grouped field and Close Date is selected for column grouping.
Sort by Field
Select a field that the Grid object will be sorted by and whether it will be sorted in ascending or descending order.
To sort by multiple fields, click the Add link at the bottom of this section, and select additional fields and their sort orders. You can specify up to 5 sort conditions. Each sort condition is applied in the numbered order you specify. For example, sort order condition 1 will be applied to your results before sort order condition 2, and so on. If fields are selected in the Group By Field section, the grid will be sorted by those fields first, then by the fields selected in the Sort By Field section.
Note, if a user sorts by clicking on a column heading in the grid, it will override any sort conditions applied here. See the Sorting Grid Data section for instructions on how to revert to the sort conditions defined here.
Set Max Record Limit
Set the maximum number of total records that will display for that object on the Grid. Note, this may be different from the number of records shown per page. See the Pagination section under Using Grids for more detail.
