Optional Filters
This page explains optional filters -- a self-service feature that lets individual users voluntarily narrow their view of data. Optional filters are useful in organisations where users have broad access rights but regularly work with a specific subset of records.
What Optional Filters Do
When an optional filter is active, it is applied on top of every query the user runs, limiting the records they see. For example:
- A regional IT manager might filter to show only assets at their own location.
- A department head might filter to show only assets assigned to their department.
- A project lead might filter to see only assets tagged with a specific project code.
Optional filters are entirely voluntary -- the user turns them on and off as needed. They do not affect other users.
Optional Filters vs. Mandatory Filters
| Feature | Optional Filters | Mandatory Filters (Profiles/User Groups) |
|---|---|---|
| Who controls it | The individual user | An administrator |
| Can the user turn it off? | Yes, at any time | No |
| Where configured | User's own preferences | Profile filter queries or user group table permissions |
| Purpose | Convenience -- focus on a subset | Security -- enforce data segregation |
For mandatory filtering that users cannot override, use the filter queries on the Profiles screen or Table Permissions in user groups.
Setting an Optional Filter
- Click the filter icon in the toolbar at the top of the page (or navigate to the optional filter setting in your user preferences).
- Select the filter criteria -- typically a Location, Department, Company, or Cost Centre.
- The filter takes effect immediately. All queries will now show only records matching the filter.
- The toolbar indicates that a filter is active so you can see at a glance that your view is restricted.
Removing an Optional Filter
- Click the filter icon in the toolbar.
- Clear the filter selection or choose the option to remove the filter.
- Queries will again show the full dataset available to your user group.
Warning: If you are troubleshooting missing data in queries, check whether an optional filter is active. A forgotten filter is a common reason for users reporting that records have "disappeared."
Tip: Optional filters are stored per user and persist across sessions. If a user logs out and back in, their optional filter remains active until they explicitly remove it.
Related Articles
- Profiles — mandatory profile-level filters applied to all users in a profile
- User Groups — mandatory user-group-level record filters
- Table Permissions — record filters applied at the table level per user group
- Query Record Filters — filters built into individual queries