Once you have collected data, you might want to display and organize data according to different criteria. This can be accomplished by filtering the data to meet your needs. The filter icon (a coffee filter) appears next to the form name in the data view as well as on the right hand corner under “List” view.
***Please note, when filtering by a date range the filter and the data is defined by GMT***
Some data is captured at 10PM (EST) on 1/1/2012 and there is a 5 hour difference (behind GMT), my filter should account for that by setting the outer limit as 1/3/2012. This is because 10PM on 1/1/2012 translates to 3AM 1/2/2012 GMT.
By default, all columns are selected, and you can choose to display certain records instead of all records by specifying the range of IDs. Click on “Set Filter” and records that meet the criteria will display. Now, you will see that the coffee filter icon turned into a filter with ground coffee. If you go back to the data view, the ground coffee icon would appear next to the form(s) that you applied the filter with, and the number next to the form name is the number of records that meet the filter requirement.
If you want to clear the filter, simply click on the “Clear Filter” button on the data filter page. This is represented by the coffee filter icon with a red dash over it in the upper right hand corner of the browser.
You can also select or deselect to show only the columns you’re interested in without applying any conditions.
General conditions like “=”, ">”, <" apply to most elements. In pick list / select, the number is applied to the index value of the option list. Review the screen shot below as you read through the other ways to filter data.
If we first apply a filter to show all records greater than ID 50 and click "Set Filter". We then decided to filter even further and make a handful of changes. Before clicking "Set Filter" we decide we want to start over. Click “Reset”, and all the changes you just made will be wiped away and just leave ID greater than 50 applied.
Let’s say you want to show all records but only those captured during certain date period. The “Select Date Range” feature allows you to do that. If you have a date element in your form, you can apply more sophisticated conditions.
***Please note, when filtering by a date range, keep in mind the filter and the data is defined by GMT***
If I capture some data at 10PM on 1/1/2012 and there is a 5 hour difference (behind GMT), then the filter should account for that by setting the outer limit as 1/2/2012. This is because 10PM on 1/1/2012 translates to 3AM 1/2/2012 GMT.
If you want to find records with certain email addresses or unique ids, remember to put quotation marks around the email address or unique id in the “Value” section.
LIKE, NOT LIKE, IN, NOT IN
Many conditions are included for the filtering feature. Here, lets’ take a look at how “LIKE” “NOT LIKE” and “IN”, “NOT IN” work. “LIKE” and “NOT LIKE” are applied to characters. By adding a percentage sign “%” before or after the characters you can return specific data you want. You will need to know the actual beginning or ending characters. Assume we have a table that contains a column called "comments". In this column there are three records that begin with the word test and we want to find these records using our filter.
To achieve this, we select a column “comments”, choose “LIKE” in the condition and put “test%” as value (not case sensitive). It returns the 3 records that meet this criterion
If we choose “LIKE” and type in “%test”, this means that we want all records that end with “test” in the specified column.
We can combine multiple filters. If we want to return records that end with “test”, and have “pizza” in our “food” column, we would apply the following filters.
If we want to remove the filter on the “food” column, we need to deselect the column AND remove the value from the filter field. If the box is unchecked but the value is left in the filter field, the filter is still applied to this column; however its value will not return any results since the column is deselected.
“IN” and “NOT IN” check for a value either being in the list, or not in the list. The difference between “IN” and “=” is that you can apply multiple criteria with “IN” using comma, while you could only apply one criterion using “=”.