Basic Views: Using Filters

The ability to generate a custom list of data is one of the greatest benefits of working with a database.  Since everything is in a defined place, it's easy for a computer to summarize, quantify, and sort data, which is exactly what a View does.  Views give you the ability to 1) define your search parameters and 2) choose the fields you want to display once that search is done.  You can then save the View and use it any time you want. Common uses are: generating a list of all active projects and ordering them by date; a list of outstanding requests and approvals; or a list of site visits that are still classified as 'incomplete'.

If you're at all familiar with spreadsheets, using filters should be a breeze.

In this example, I'll display all properties that are current holdings over 100 acres completed after the year 2000 where I'm the staff lead.  I'll then save that view so I can access it easily in the future.

To begin, navigate to 'Views' from the dashboard


Use the drop down menu to navigate to the list you'd like to view.  In this case I'd like to see a list of all properties.  If the list you'd like to view isn't included in the built-in list of views, then you can click on the (+) button to create a view from scratch. You'll then have many more lists to choose from and will need to use the query feature to return the correct results.



By default, there are several basic fields that are visible.  If you'd like to rearrange the fields or make others visible, click the mceclip2.png button to the left of the results.  A window where open which allows you to add, rearrange, and remove visible fields.  All available fields which are not displayed are on the list to the left, and all visible fields are on the right.  The list read top to bottom is how the columns are displayed left to right.  You can drag fields up/down to change their relative location in the view.



Tip: If the field you select to make visible is returning a summary of the field rather than the individual values, then you probably need to 'Expand and Filter' into another list. For example, starting from the Property view you can only see summary information for Conservation Values -- so each row in the view will return all of the Conservation Value information within that property record. However, if you choose to expand and filter into Conservation Values, Landscape will return a row for each Conservation Value within a Property, allowing you to query, sum, and group by individual values.


To filter results, hover over a column header and click the filter button that appears.  



The filter options which appear are based on the kind of field you are attempting to filter.


You can sort a list by ascending/descending, alphabetical/reverse alphabetical, or chronological/reverse chronological order by just clicking on the column header.  An arrow appears indicating the sort method, and will remain until another field is used to sort.


Filtering text items

For text items, a "Text Contains" box will open.  In this case, I'd like to return all items which are named "Massachusetts", so that's what I'll type in the text box.  Click "OK" to apply the filter.




Notice that after a filter is applied a 'Clear All Filters' button appears to the right of the results summary.  Click this button at any time to remove all applied filter settings and reset the view.  

In addition, all columns that have filters applied display the filter icon next to the column header, even when not hovering over it.


Filtering list items

Since Property Status is a list item, the filter will display all of the available choices for that list.  To display just 'Current Holding', I'll first select 'Select All' to deselect all of the options, then click the box next to 'Current Holding', then click 'OK'.


Filtering a numeric field

We'd like to display all properties over 100 acres.  Clicking on the 'Current Size' filter opens the number filter, since current size is a numeric value.  You can choose 'Greater Than', 'Less Than', 'Equals', or 'Between'.


Filtering a date field

Finally, I'd like to display only properties that were completed after the year 2000.  Clicking on the filter next to 'Completed On' gives me the options for a date field.  You can choose 'Before', 'After', 'On', 'Between', 'Empty', or 'Not Empty'.  You can use the calendar button to choose the date and make sure it's in the correct format (MM/DD/YYYY).



Any of the filters, once applied, can be removed one at a time by just clicking the 'clear' button next to the individual filter.  

Including / Excluding Dates in a Date Query

Because of how time is recorded 'After' and 'Between' are both inclusive, but 'Before' is exclusive. In other words:

After 1/1/2021 will include 1/1/2021

Before 1/1/2021 will exclude 1/1/2021

Between 1/1/2021 and 1/2/2021 will include both 1/1/2021 and 1/2/2021


Saving the View

If you think you'll use this view often, you can save it.  Click the Cloud button to save the view.  


Save it as a view, and give it a descriptive name so you'll know what it is in the future. 


The view will now appear in your drop down menu of available views, but it won't be shared with the organization unless you share it.

Even if you don't save the view, Landscape will display the last view you created if you navigate away and back again.  In this case, the view would display as 'All Properties' but show only 2 properties.  To reset it, just click 'Clear All Filters'.



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