How to Filter Submissions

Sarah Paterson -

When you are in the Manage Submissions section of the site you may be looking at all the submission in your site for that applicant group and think something like "I only want to see submissions that have completed the application form and have an active submission in the site" Well you're in luck! We offer the ability to filter your submissions to make it easier to navigate and search in your site. 

The first, and easiest way to filter submissions 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:

  • Active Submissions
  • Each stage in your site
  • Submitted
  • Not Submitted

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

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Applying a Filter not offered in Quick Filters

You may wish to apply a filter to your list of submissions that isn't offered as a quick filter, for example you may wish to see whether or not a submission has been ranked.

To add a filter:

  1. Go to Manage your site
  2. Go to Manage Submissions
  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 Has been ranked
  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 submissions that have not been ranked, select "is false"
  10. Click Apply

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

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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 submissions that have completed the Application form and have an active submission in the site". You will first need to add your first filter:

  1. Go to Manage your site
  2. Go to Manage Submissions
  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 Task Completion
  7. Click on the name of the task, in this case Application Form (name will depend on your task name)
  8. You will see an additional drop down appear with the choices "is complete" or "is not complete"
  9. For the purpose of this example we want to see completed tasks so we will select "is complete"

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 has an active submission
  6. Click on Basic Filters 
  7. Click on Has status of
  8. Select is Active

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

Basic Filters: Task Completion: Applicant Group: Application Form -- is complete

AND

Basic Filters : Has Status of -- is exactly -- Active

Click Apply to begin filtering your users

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General Filters

Here is an entire list of all the General 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 in group
  • is exactly
  • is one of
  • is not one of
List of groups in your site (Applicant, Reviewer, and Recommender Use this to see if the owner of the submission is also in other groups in your site
In category
  • is exactly
  • is one of
  • is not one of
List of submission categories you have in your site See if this submission is currently in one of your submission categories.
Is currently in group  
  • is exactly
  • is one of
  • is not one of
List of Applicant groups in your site   
Has been ranked by  
  • is true for
  • is not true for
List of reviewers in your site Use this if you wish to see all the submissions that have been ranked by a certain reviewer 
Has been assigned
  • is true
  • is false
  Can be used to see whether or not that submission has been assigned to a reviewer (any reviewer)
Last checked eligibility status was
  • is eligible
  • is not eligible
  Used in sites that have awards. This filter can let you know whether the user for this submission is still eligible for the award they are applying for. 
Has attachment named
  • is exactly
  • contains
Text response field  
Date Submitted
  • is before
  • is after
  • is exactly
Calendar field

Can be used to identify when the submission was last submitted.

NOTE: when using before and after this will NOT include submissions submitted on that date. If "is after -- 03/04/2016" is selected then submissions submitted starting on 03/05/2016 and on will appear.

Has status of
  • is exactly
  • is one of
  • is not any of
  • Active
  • Archived
  • Deleted
  • Withdrawn
  • In Progress
  • Complete
  • Awarded
  • Rejected 

This is the most commonly used filter on the site. This filter is often used in conjunction with other filters. In most cases, when sites start a new cycle they will Archive old submissions. This filter lets us separate the old from the new. 

In most cases the filter "has status of -- is exactly -- active" however for awards sites. In order to see the most relevant submissions use "Has status of -- is not one of -- Archived, Deleted, Withdrawn"

Has installment with status
  • is exactly
  • is one of
  • is not any of
  • Pending
  • Approved
  • Complete
  • Rejected
  • Cancelled
 
Has been ranked
  • is true
  • is false
 

See whether or not the submission has been ranked by a reviewer (any reviewer)

Has been locked by administrator
  • is true
  • is false
  See if the submission has been locked in the site. When a submission is locked it is not accessible by the applicant to make edits
Has completed task (at some point)
  •  is exactly
  • is one of
  • is not one of
List of Applicant Tasks This filter will display submissions that have at some point completed the selected applicant task. Even if the task has been deleted from the submission (ie someone clicked Delete beside the completed task) it will still appear in this list as it has been previously completed. 
Has been submitted
  • is true
  • is false
  This filter will show whether or not the submission has been submitted.
Date application created  
  • is before
  • is after
  • is exactly
Calendar field 

Can be used to identify when the submission was first created in your site

NOTE: when using before and after this will NOT include submissions created on that date. If "is after -- 03/04/2016" is selected then submissions created on 03/05/2016 and on will appear.

Assigned to team
  • is exactly
  • is one of
  • is not one of
List of teams in your site See is an application has been assigned to a specific team or not
Currently in Stage  
  • is exactly
  • is one of
  • is not one of
List of stages in your site 

See which stage your application is currently in.

This is a popular filter often used in conjunction with other filters.


Form Response Edited

Filter Criteria More Filter Options Description

A list of Applicant forms in your site will appear. They will appear in the format:

 

Form [Applicant Group Name]: [Task Name]

  • is before
  • is after
  • is exactly
Calendar Field 

Can be used to identify when the form was last edited within the submission.

NOTE: when using before and after this will NOT include forms on that date. If "is after -- 03/04/2016" is selected then submissions with that form edited on 03/05/2016 and on will appear. 

 

Metadata Filters

Below is a list of how you can filter submissions by Metadata. Only Metadata with the target set as Submissions 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

 

Task Completion 

Filter Criteria Description
A List of Applicant Tasks in your site will be available
  • is complete
  • is not complete

This filter will show you whether or not the submission has completed a certain applicant task or not.

The difference between this filter and the filter "Basic Filters: Has completed task (at somepoint)" is that this filter will only show tasks that are currently marked as complete (and not ones with Deleted tasks).

 

User Task Completion 

Filter Criteria Description
A List of Applicant User Tasks in your site will be available
  • is complete
  • is not complete

This filter will show you whether or not the owner of the submission has completed a certain applicant user task or not.

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Variable Filters

The variable filters section will allow you to filter submissions based on their responses to forms within your site. The options available in this section will be dependent on the form types and questions in your site. For most of the question types you will be given the criteria to select whether or not the question/variable has a response or has no response. This can be helpful when trying to determine a users progress in the form, or perhaps if the question type is optional and you want to see who responded to it.

Filters for each Question Type

Question Type Criteria Other Filter Options Description
Yes/ No
  • is true
  • is false
  Filter by "is true" to see responses of Yes and "is false" for No responses
Text Response
  • has no response
  • has a response
  • is exactly
  • contains
  • is greater than
  • is less than
Open text field Use this filter if you wish to see if the user has a certain response to the question. This can be a text, character or number value.
Text Response Grid | Variable
  • has no response
  • has a response
  • is exactly
  • contains
  • is greater than
  • is less than
Open text field

Use this filter if you wish to see if the user has a certain response to the variable in the question. This can be a text, character or number value.

There will be a separate filter for each variable in the question

Multiple Choice
  • has no response
  • has a response
  • is exactly
  • is one of
  • is not any of
List of multiple choice options Use this filter to see which Multiple choice option the user selected.
Multiple Choice Grid | Variable
  • has no response
  • has a response
  • is exactly
  • is one of
  • is not any of
List of multiple choice options for that variable

Use this filter to see which Multiple choice option the user selected.

There will be a separate filter for each variable in the question

Dropdown
  • has no response
  • has a response
  • is exactly
  • is one of
  • is not any of
List of Dropdown options Use this filter to see which dropdown choice the user selected. 

Dropdown Grid | Variable


  • has no response
  • has a response
  • is exactly
  • is one of
  • is not any of
List of Dropdown options for that variable

Use this filter to see which dropdown choice the user selected.  

There will be a separate filter for each variable in the question

Checkbox

 
  • has no response
  • has a response
  • contains one of
  • does not contain
  • is exactly
List of Checkbox options  Use this filter to see which checkbox choice the user selected. With checkboxes it is common to select multiple choices, therefore you can choose between "contains" or "exactly". "Exactly" will look for responses that only have the choice (or those choices) selected

Checkbox Grid | Variable

 
  • has no response
  • has a response
  • contains one of
  • does not contain
  • is exactly
List of Checkbox options for that variable

Use this filter to see which checkbox choice the user selected. With checkboxes it is common to select multiple choices, therefore you can choose between "contains" or "exactly". "Exactly" will look for responses that only have the choice (or those choices) selected 

There will be a separate filter for each variable in the question

Natrix | Variable

Criteria will depend on the Type of the variable (Text Response, Dropdown, Radio Buttons, Checkbox). 

You can refer to the Text Response, Dropdown, and Multiple Choice for more information on the Criteria. However the Checkbox is slightly different than the Checkbox question type filter:

  • has no response
  • has a response
  • is checked
  • is not checked

Dependent on Variable type:

Text Response - Open Text field

Dropdown & Radio Buttons - List of choices

Checkbox - no additional options

Each variable will have its own filter and as you can see the options for each variable type will differ. 

3D Matrix | Row | Column

 Criteria will depend on the Type of the Column (Text Response, Dropdown, Radio Buttons, Checkbox).

You can refer to the Text Response, Dropdown, and Multiple Choice for more information on the Criteria. However the Checkbox is slightly different than the

Checkbox question type filter:

  • has no response
  • has a response
  • is checked
  • is not checked

Dependent on Column type:

Text Response - Open Text field

Dropdown & Radio Buttons - List of choices

Checkbox - no additional options

 

Similar to Natrix the options of the filter will depend on the question type of the Column. 

 

With a 3D Matrix, each cell (row and column combination) will have its own filter.

Slider

  • has no response
  • has a response
  • is exactly
  • contains
  • is greater than
  • is less than
Open text field  Typically a number value based on the Minimum and Maximum Values of the Slider

Semantic Differential | Variable

  • has no response
  • has a response
  • is exactly
  • is one of
  • is not any of
List of Choices Each variable in the question will have its own filter. User this filter if you wish to see what choices the applicant selected for each 

Hidden Field

  • has no response
  • has a response
  • is exactly
  • contains
  • is greater than
  • is less than
Open text field Use this field to filter by submissions depending on a Hidden Field in your form. This hidden field could be a text, character, or number value.

Date/Time

  • has no response
  • has a response
  • is before
  • is after
  • is exactly
Calendar Field 

This field can be used if you have a Date/Time question in your form. 

NOTE: when using before and after this will NOT include submissions with responses for that date. If "is after -- 03/04/2016" is selected then only responses with a date that is on 03/05/2016 and on will appear.

Timer

  • has no response
  • has a response
  • is exactly
  • contains
  • is greater than
  • is less than
Open Text field Use number values in order to determine the length of time it took users to complete the form. The timer value is displayed in seconds (##.#)

Datasource Question

  • is exactly
Open text field As the datasource list is housed externally from FluidReview we are unable to show the list within the filters, however we can look for the exact text of the datasource to see if the submission

Drill Down

  • has no response
  • has a response
  • is exactly
  • is one of
  • is not any of
List of each category and choice selection

User this filter if you wish to see submissions that have chosen a specific Choice in the drill down. 

TIP! If you wish to filter by submissions that have chosen a specific category, use the criteria "is one of" and select all choices for that Category.

Ranking Question | Variable

  • has no response
  • has a response
  • is exactly
  • is one of
  • is not any of
List of the Choices in the question 

Use this if you wish to see how users ranked the variable in their response. Each variable will have its own filter. 

File Upload

  • has no response
  • has a response
  See whether or not the user has completed this upload question for the submission

Signature

  • has no response
  • has a response
  See whether or not the user has completed the signature in the form. 

There are also a few question types which are not available to be filtered based on the format of the question. Those questions types are: 

 

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