Data Set Filters

Data set filters are an essential piece to developing and building data sets. Data sets are the queries your users run on the map, and a successful strategy begins with planning smart filters. Data sets and their filtering capability are similar to reports, but allow for more flexibility.

This document discusses the different types of filters you can use in Geopointe. For the full documentation on all facets of data sets, visit the main doc.

Editing/Adding Filters | My Records Filter | Field Filters | Filter Logic
Cross Object Filters | Dynamic Filters - Dates and Merge Fields

Editing/Adding Filters

To add a filter, create or edit a data set from the Saved Layers tab of the control panel. Your data sets will either be in the list or inside a folder. You'll recognize a data set by the 3 map pins icon on the left.

When you hover over a data set, the Layer Options menu appears. Click on the menu then choose Edit Data SetThis will bring up the Data Set editing module.

Filters are found in the Filters tab of the edit module. Typically, that is the page that loads first, but if not, click on it to switch.


My Records Filter

The Show filter, found at the very top of the Filters tab, restricts the visible data by ownership.


Most objects will have two options: All Records or My Records. The My refers to the current user. Accounts have a few additional options. If Account Teams are enabled in your Salesforce org, you'll also be able to choose to see My Account Team's Accounts or My Account Team's and My AccountsNote: End users only see records they have access to. We honor the Salesforce accessibility settings; if you already have strict visibility, these may not be necessary.

These are the simplest forms of filtering you can do on the map. They are especially helpful so you don't have to create a new data set for every member of your team. A single "My Accounts" or "My Properties" data set should cover the need.


Field Filters

The Field Filter allows you to filter by any field available on that object OR any field accessible via a look-up relationship. Click Add Filter to launch the Filter Wizard.

Your first step is to select a field. Look-up relationship fields will be found by clicking on the field name that includes the >. Choose a field and click Select.

The next screen requires an operator and a value. If you chose a text field, you'll need to type the text exactly. This example is a picklist, which means all picklist values are listed to choose from. Select the desired value(s) and click Add. When you're done, click Add Filter.

The filter has now been set. Note: Your filters can have more than one value, separated by a comma. For example, if I wanted to look at both Hot and Warm rated accounts, the value of the filter would be Hot, Warm.

You have a few options at this point. You can continue working on the data set, or return to the map to run a search. To return to the map, choose between:

Save - Only available to someone with read/write access (a personal data set, a Geopointe admin, or a user with folder read/write access). This will overwrite your existing data set.
Save As - The option more end users will see. This will not affect the original data set, but create a copy with your filter on it.
Close - For temporary filters or for testing a filtered result. The filter will remain on the data set until a page refresh.

Saves are not required after adding a filter, especially if you're intending to add more or make other adjustments to your data set first.

Filter Logic

Once you have more one filter on a data set, the option to add filter logic becomes available. Click Add Logic to activate it.

The logic defaults to an AND between each filter. You can adjust it to include ORs. Remember to use parentheses to establish the correct order of operations. Below is an example of using logic for the records to match either the first filter, or both of the last two.

When you're satisfied with the logic, you can save the data set or simply click Close if you want to test the results before doing a save.


Cross Object Filters

Cross Object filters allow you to filter based on records related to the Map Object. If the object shows up as a related list on your page layouts, it will be accessible here.

In its most basic form, a Cross Object filter can be a simple with/without (example: Accounts with Opportunities). However, you can take it a step farther, to Accounts with Open Opportunities worth greater than $10,000. To start, click Add Cross Object Filter. Next, designate whether you want to use a With or Without filter. Then, choose your object in drop down. With an object selected, you can then click the link to add additional filter criteria.

You can see the complete syntax below:

You can make the With more granular when necessary. You can also use with more than or with less than as options. These enhancements let you further refine you filters. For example, you could now search for Accounts with more than 3 Opportunities over $10000 each. The filters would look something like this:

Cross Object filters are your way to access information that would otherwise only be available in a Salesforce report, but here it's easier to get, with more functions, and without have to create a report type first.

Dynamic Filters - Dates and Merge Fields

Geopointe includes a few options to help make your filtering more dynamic. In particular, you can use merge fields based on the current user and make dates relative instead of exact.

Dynamic Date Filters

When you filter by a date, you could use an exact date from the calendar, or you can click Smart Date and use a relative value. Options include This Month, Last Month, Last 30 Days, This Fiscal Year, and many more.

User Merge Fields

User merge fields allow you to see records that you are connected to but not necessarily owner of. (If you want to see records that you own, you can use the My Records filter described above). For example, perhaps you own the Account but not the Opportunity. User merge fields reference the current user, allowing you to create a data set that will be unique for every user.

When adding a user filter, you'll notice the {!User.field} link to the right of the text entry box. Simply click it to add it as the field value. 

You can filter by any field available here: User ID, Name, Profile, Division, Role, etc. Once inputted into the field selector, it will look like the screencap below. That is the syntax for writing a merge field. When ready, click Add Filter and save your data set.

Here are some other examples of uses for a User Merge Field Filter:

- Accounts whose manager is the current user.
- Accounts whose assigned technician is the current user.
- Properties who are managed (but not owned) by the current user.
- All Accounts owned by someone in the same role as the current user.
- All leads assigned to someone with the same profile as the current user.
- All Opportunities assigned to someone in the same department as the current user.



Learn More

Data Sets - Get a general overview on fields, markers, and other settings.
Color Marker Configuration - Learn how you can filter on the map by just using colored pins.
Data Set Strategy - Develop a filter strategy that will be most helpful to your team.
Searching Tutorial - Learn how to search now that your filters are ready to go!