How to Filter Users

Sarah Paterson -

When you are in the Manage Users section of the site you may be looking at all the users in your site and think something like "I only want to see Applicants in my site that haven't created submissions yet." Well you're in luck! We offer the ability to Filter your users to make it easier to navigate and search users in your site. 

The first, and easiest way to filter users is by using our Quick Filters at the bottom of the screen. However you may also wish to add more in-depth filters or even Create your own Quick Filters. 

In this Article...

 

Applying a Quick Filter

There will be Quick Filters automatically created based on:

  • Each stage in your site
  • Each different group in your site (except administrators)
  • Active Users
  • Inactive Users

Clicking on a Quick Filter will automatically apply that quick filter to the list of Users. Using the Quick Filters you will only be able to apply one filter at a time.

Return to Top

Applying a Filter not offered in Quick Filters

You may wish to apply a filter to your list of users that isn't offered as a quick filter, for example you may wish to see whether or not a user has set a password on their account yet. 

To add a filter:

  1. Go to Manage your site
  2. Go to Manage Users
  3. In the top right corner of the screen click the Filters Button
  4. If no filters are currently applied, click Please Select
  5. If filters are already applied click on the applied filter to see a dropdown of more filters
  6. For the purpose of this example click on Basic Filters under the left column of the dropdown
  7. Click on User has set Password
  8. After you have selected the filter you wish to apply you will see more options appears, for this example a dropdown for True/ False appears.
  9. Since we want to see users that have not set a password yet, select "is false"
  10. Click Apply

You have now just successfully applied a filter to your users.

Return to Top

Applying Multiple Filters

Most of the time it isn't as simple as only needing to apply one filter to the list. We are now going to walk through how to apply the filter based on our initial example: "I only want to see Applicants in my site that haven't created submissions yet." You will first need to add your first filter which you can do so using the steps above

  1. Go to Manage your site
  2. Go to Manage Users
  3. In the top right corner of the screen click the Filters Button
  4. If no filters are currently applied, click Please Select
  5. If filters are already applied click on the applied filter to see a dropdown of more filters
  6. Click on Basic Filters
  7. Click on in group
  8. You will now see two more dropdowns appear, in the first select is exactly
  9. In the second dropdown select the Applicant group

We have now just added our first filter but we need a second one as well. Underneath the filter we just created you will see the option to Add Rule in order to add a second filter:

  1. Click Add Rule
  2. You can now switch the statement to decide if both filters must be met (AND) to show the user or if either of the filters must be met (OR). 
  3. For this example leave the logic as AND
  4. You can now add your next filter
  5. To add the filter to see if a user hasn't created a submission yet
  6. Click on Basic Filters 
  7. Click on Has a Submission
  8. Select is False

Now that you have two filters applied your filters should read:

Basic Filters: In Group -- is exactly -- [Applicant Group]

AND

Basic Filters : Has a Submission -- is false

Click Apply to begin filtering your users

Return to Top

Filter Options Available

Here is an entire list of all the Filters provided as well as the different options that will be available for them

Basic Filters

Filter Criteria More Filter Options Brief Description
User is active
  • is true
  • is false
  See whether or not a user is active in the site
First name contains
  • is exactly
  • contains
Open text field to input letters in regards the users First Name You may wish to either filter the exact name or filter users that have First Names that contain those letters
Last Name contains
  • is exactly
  • contains
Open text field to input letters in regards the users Last Name You may wish to either filter the exact name or filter users that have Last Names that contain those letters
In group
  • is exactly
  • is one of
  • is not one of
A list of all your groups in the site  
Is a member of a submission
  • is true
  • is false 
  See whether or not the user has been added as a member to a submission. This is not related to users that own submissions. Some users may own their own submissions as well as be members.
User Signed Up
  • is before
  • is after
  • is exactly
Calendar field to input date

This date will reflect their signup date to FluidReview, and not necessarily to your site. 

In order to filter a range of dates use two filters, one is before the other is after and use an AND statement.

Note: when using before and after this will NOT include users with sign ups on that date. If "is after -- 03/04/2016" is selected then users with signups starting on 03/05/2016 and after will appear.

Has submission in round
  • is exactly
  • is one of
  • is not one of
List of Stages within your site This filter will show you all users with submissions within the stage you select. You can use "is one of" if you wish to select multiple stages. "is not one of" can be used if you want to see users that have submissions in every other stage but the one(s) selected.
User has role
  • is exactly
  • is one of
  • is not one of
Administrative Roles in your site  This filter is meant for administrators when you have Administrative roles enabled in your site. 
User’s last login  
  • is before
  • is after
  • is exactly
Calendar field to input date

See when a user last logged in to your site.

In order to filter a range of dates use two filters, one is before the other is after and use an AND statement.

Note: when using before and after this will NOT include users with logins on that date. If "is after -- 03/04/2016" is selected then users with signups starting on 03/05/2016 and after will appear.

Has a submission  
  • is true
  • is false 
  See if a user has created a submission in your site or not
User has set password  
  • is true
  • is false 
  See if a user has set up a password on their account or not.  
Email contains  
  • is exactly
  • contains
Open text field to input letters in regards the users email address You may wish to either filter the exact name or filter users that have an email address that contain those letters 

 

Metadata Filters

Below is a list of how you can filter users by Metadata. All Metadata targets will be available under this list. Each Type of Metadata field will have its own way of being filtered. For more information regarding Metadata, please see our documentation on Understanding Metadata

Type of Metadata Field Criteria Other Filter Options
Text Entry
  • is exactly
  • contains
Open text field to input letters that may appear in the metadata field
Single Choice
  • is exactly
  • is one of
  • is not one of
List of choice options as enabled in your Metadata section
Email Address
  • is exactly
  • contains
Open text field to input letters that may appear in the metadata field
Number
  • is exactly
  • contains
Open text field to input numbers that may appear in the metadata field
Decimal Number
  • is exactly
  • contains
Open text field to input decimal numbers that may appear in the metadata field
Identifier (numbers, letters, hyphens)
  • is exactly
  • contains
Open text field to input characters that may appear in the metadata field
Slug
  • is exactly
  • contains
Open text field to input letters that may exist in the URL within this metadata field

Return to Top 

 

 

RELATED ARTICLES

 

 

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.