Filters can be used in various tools – for example in Transactions, Balance List, Planning Data, or HR Planning. They are each aligned with the workspace logic and enable more efficient data management and visibility. A filter narrows the table down to the relevant items – for example to specific categories, a payment type, or an amount range – and saves this view under its own name, so the table doesn’t need to be searched manually each time.
The main filter types
- System – These are predefined and cannot be changed or removed. They can, however, be duplicated to create an own, adjustable filter from them.
- User private – These filters are only visible to the user who created them, ensuring a personalized data view.
- User shared – These filters are visible to all users in the workspace, enabling collaboration.
- Main user – These filters are created by the main user and are accessible to all users in the workspace.
A filter always applies to the entire workspace – that is, across all companies/entities managed within it, not only to the company in which it was created.
How does a new filter get created?
A new filter is created via “+ Add new view” in the filter dropdown at the top right of the table.
During creation, the following is defined:
- under “Filters permissions”, who gets access to this filter (see the table further below for the possibilities per user type),
- a unique name for the filter,
- via various sub-filters, which data is shown with this filter.
The filter is then added.
An existing filter can be opened and adjusted via the filter icon. From there, it can also be duplicated to change only minor details of the filter settings without altering the original filter. Self-created filters can also be deleted (see the table further below for who can delete which filters).
A system filter can always only be duplicated – it can neither be edited nor removed.
Differences by access level
Depending on the access level, the filters that are visible and the actions that are possible differ. The following table shows these differences.
| System filter | Private filter | Shared filter | Main user filter | |
|---|---|---|---|---|
| User (read) | Duplicate (as private filter) | Edit, remove (own duplicates only) | Duplicate (as private filter) | Duplicate (as private filter) |
| User (write) | Duplicate | Full control, plus set to “shared” | Full control, plus set to “private” | Full control, plus set to “private” |
| Main user | Duplicate | Not visible | Full control | Full control |
Full control = Create, duplicate, edit, remove
For main users, only two filter types are accordingly visible – system filters and shared filters. Private filters belonging to other users remain invisible, which is why filters cannot be moved between “private” and “shared” for them either. If a shared filter is changed or removed, this affects all users, including the owner.
How are filters displayed?
Main users see all system and shared filters. System filters (such as “Show all”, “Personnel costs” and “Sales revenue”) always appear at the top of the list.
With write access, the filters appear separated by a divider: system filters at the top, followed by the user’s own private filters. After the divider follow all shared filters created by the main user and other write users.
With read access, the filter list looks similar to that of write users: first system filters and private filters, then – separated by the divider – the shared filters.
