Using Filters is a core skill in Pipeliner that allows you to manipulate sets of data to see exactly what you need. Filters can be used to select the data you want to:
- Report on in Standard, Pivot, Advanced or Forecast Reports AND Dashboards
- View Insights based on (for example, Life Cycle based on a specific Lead Source)
- Base Target settings on (for example, Target revenue for this year based on Opportunity Types of “New Business” rather than “Renewals”)
- See custom Navigator dashboard metrics on (for example, for one particular sales unit or territory)
- Export (if you have rights)
- Change Ownership (using the Ownership button, for example when a user leaves and you need to assign their records to someone else)
- Bulk Update (change a value on multiple records in one go)
Selecting a Profile View
Begin by selecting a Profile View. There are two default Profile Views available to each new user of Pipeliner:
- The My view — this profile view is pre-filtered to display only the records you own or that you’ve been added to as an Editor or as a Watcher
- The All Users view — this profile view displays all the records you have rights to see. These rights are managed by your Administrator.
NOTE: you will have access to a My view and an All User view in all areas of Pipeliner including Leads, Opportunities, Accounts, Contacts, Navigator etc.
Start with the "All Users" profile view:
Using the Power Panel’s Filter Tab
Next, open the "Power Panel" (double gears icon in the upper right of your screen):
Select the "Filter" Tab:
First activate filtering by clicking on the "Filter" element:
It will turn to:
The Preset Filter button
Use the "Preset" button on the bottom of the Power Panel to quickly filter on some of the most commonly used fields.
Preset Filter fields change depending on the type of record you are filtering on.
For Opportunities, the fields in the Preset view include:
- Name — name of the record (i.e. name of Opportunity if you are in the Opportunity menu)
- Contact — name of the primary contact associated with the Opportunity
- Account — name of the primary account record associated with the Opportunity
- Owner — Pipeliner user who is the owner of the Opportunities you want to view
- Ranking — how the owners or editors feel about the potential for closing their Opportunities
- Account Type — a dropdown field accessed on Account records that can be used to identify the type of account record that the Opportunities are linked to - e.g. select Opportunities linked to Prospects or Customers.
- Account Class — a system field accessed on Account records that can be used to classify the “value” of the Account to your company - e.g. select Opportunities linked to A class Account records
- Opportunity Value — this field has a qualifier drop down list, as well as a field for typing in a value.
- Days in Step — a dropdown selection of ranges that represent the number of days an opportunity has been in the steps in the Pipeline.
- Due in Step — a dropdown selection of ranges that represent the number of days (or number of days overdue) before it should be moved to the next step of the process.
- Units — if your company is using Sales units to represent business areas, territories or teams/departments, you can click on the “+” next to a higher level unit to expand the child units under it. Use the checkboxes to the left to select the sales units you would like to include in your filter — e.g. select all Opportunities in the US sales territory
NOTE: You can select any number of preset filter fields, however, by doing so, ALL the criteria would need to be met on an individual Opportunity in order for it to appear in your view.
For example, if you select "Owner = Rhonda Kupfer" as well as "Ranking = 4 stars", you will only see Opportunities owned by Rhonda which are ALSO ranked at 4 stars when you apply the filter.
IMPORTANT: Do not click "Save" as you will overwrite your existing view.
Use "Save As" instead as detailed towards the end of this article.
The Custom Filter button
Use "Custom Filter" if you do not see the fields you need on the Preset filter screen or if you want to use more complex options.
From the Filter Tab, select the "Custom Filter" button on the bottom of the Power Panel.
NOTE: If you have already selected any option on the Preset tab, those options will be carried forward to your custom filter. Click on the trash can icon (delete) to the right of any field if you decide you don’t want to include it in your filter.
Click the "Add Field" Button:
Select the field(s) you want to filter on. You can use the search tool at the top to help find the field by name so you don’t have to scroll through the list:
NOTE: The available fields are dependent on the area you are in (i.e. you’ll see different fields when filtering Opportunities than when filtering Accounts).
NOTE: Depending on the type of records that you are filtering, you are not restricted to fields that belong only to that individual record type - e.g. if you’re filtering on Opportunities, you can also access fields that relate to the primary Account or primary Contact that Opportunities are linked to! Keep scrolling down to see those additional fields:
Once you’ve selected all your fields, click "Close".
Next select the values you are looking for by entering in your specific criteria — e.g. Account records in specific states.
The fields that you include in your filter will have a qualifying “operator” selection next to the filter field. Click the drop-down for the operator and select the option that defines the filtering that you need:
NOTE: the options will vary based on the type of field you have selected to filter on. The table below describes the operators that you can select.
EXAMPLE: State/Province (Field) › is (Operator) › NY (Criteria) will select all records where the value entered in the State field equals NY
Using the Dynamic Period option for Date fields
If you select a dynamic period, the filter results will always be refreshed based on your selection. Pick from the preset ranges, for example, Today or Next Month:
Or, scroll down to the bottom of the list and choose "Custom" to select from a rolling range based on This (current), Last (past) or Next (future):
Add in your number, for example “30” and then select from the range options. The example shown below will always filter all opportunities closing within a rolling next 30 days after today:
Selecting Multiple Filter Criteria
Once you’ve selected your operator, you can add multiple criteria by clicking on the “+” symbol. The example shown below will select all Account records where the values entered in the State field are equal to either “PA” or “CT” or “NY”:
Multiselect checkbox fields work in a specific way. If you select two options as shown below, the filter will display all Opportunity or Lead records where BOTH Office365 AND Google are ticked in the "Mail Server" field:
If, however, you click on the “+” and add a second option for Google, the filter will now show all Opportunity or Lead records where EITHER Office365 OR Google are ticked in the "Mail Server" field:
Filtering on multiple fields
To select multiple fields (each criteria you would like to select), click on the "Add Field" button again.
In the example below, we are looking for Accounts in the Tri-state area that are already customers so we’ve selected both State (with multiple options) and the "Customer Type" field:
Apply to All or Apply to Any
When you’re working with multiple fields in your filter, you need to select the correct option from the dropdown in the top right of your custom filter screen.
- Apply To All Condition(s) — all of the criteria must be met for it to appear in your filtered view.
- Apply to Any Condition(s) — if any of the criteria is met then it will appear in your filtered view.
So, in our example, if "Apply To All Condition(s)" is selected, Accounts must have (“CT” or “PA” or “NY”) in the "State" field AND “Customer” in the "Customer Type" field to be included in the filter results.
Whereas if "Apply to Any Condition(s)" is selected, Accounts can have (“CT” or “PA” or “NY”) in the State field OR “Customer” in the "Customer Type" field and will still be included in the filter results.
Saving a Custom Profile View
If you’re going to re-use these criteria, you’ll want to save a custom profile view. This will then be added to your profile dropdown selections along with the default "All User" and "My" profiles.
When you have modified a Profile View, you can save your modifications to all of the "Tabs" (such as View, Role and/or Filter Tabs) by selecting the "Cog Wheel" icon in the upper right of the Power Panel.
Use the "Save As" selection to Save this newly created Profile View:
Title it according to the filters you chose.
EXAMPLE: Save As “Customers in the Tri State Region”.
Now click the "Save" button:
This means you don’t overwrite your original view and helps build a list of easily-accessed filters/views that you use frequently.
Sharing Your View with Other Users
In the Power Panel select if this view should be:
- PRIVATE — only you can see it
- PUBLIC — all users in Pipeliner can see it and use it
- CUSTOM — selected Pipeliner users can see it and use it
NOTE: if you share a profile with other users, when they use it, they will still only be able to see those records that they have rights to based on their user setup.
NOTE: if you share a profile, other users are not able to modify it (though they can Save a Copy) and they will not be able to delete it or remove it from their profile dropdown list. For this reason, only share with users who will find the profile useful and valuable.
When are you done selecting how to share this view, click on "Save" at the bottom of the Power Panel: