Configure View Filter
The Filter tab lets you control the documents that appear in a view. If you do not define filter criteria, all documents in the Library will appear when the view is active. If you want to limit the documents that appear, you should define filter criteria. For example, you could filter documents by Type and choose to show only topics.
You filter documents by creating "selection statements" that include a Column data element followed by a Condition and a specific data Value. For example, to define a filter that displays only topics you would create the following "selection statement":
Column
|
Condition
|
Value
|
Type
|
in
|
Topic
|
The following table lists the Columns that you can use to construct selection statements for filtering.
Column
|
Description
|
Values
|
Checked Out By
|
The author that has checked out a document.
|
One or more valid author names.
Self can be used to identify the author currently logged into the Developer and running the view. For example, use Self to create a view that lists documents that are currently checked out to you.
|
Checked Out Hostname
|
The computer name for the author that has a document checked out.
|
Any text.
|
Creation Date
|
The date a document was created.
|
A valid date.
|
Document ID
|
The unique document identifier.
|
Any text.
|
Frames
|
The number of frames in a topic.
|
Any number from 0 to 1000.
|
Language
|
Language code assigned to the document.
|
One or more valid language codes.
|
Last Modified By
|
The author that made the most recent modification to a document.
|
One or more valid author names.
|
Last Date Modified
|
The most recent date when a document was modified.
|
A valid date.
|
Link Count
|
The total number of document links.
|
Any number from 0 to 1000.
|
Links To
|
The number of links to a document.
|
Any number from 0 to 1000.
|
Name
|
The name of the document.
|
Any text.
|
Original Location
|
The folder path in the Library where the document resides.
|
Folder path in library. For example, /system/icons/standard.
|
Owner
|
The author currently assigned as the document owner.
|
One or more valid author names.
|
Path
|
The folder path in the Library where the document resides.
|
Folder path in Library.
For example, /system/icons/standard.
|
Roles
|
The role(s) assigned to a document.
|
One or more valid roles.
|
State
|
The current state value assigned to a document.
|
One or more valid state values.
|
Type
|
The type of document.
|
One or more valid document types.
|
Version
|
The current version of the document.
|
Any number or New or new documents.
|
Condition values act as operators such as equals, not equals, is more than, is less than, contains, does not contain, and so on. Both the Condition and data Value lists are constrained by the Column data type.
Condition
|
Applicable Column
|
Description
|
in
|
Last Modified By
Type
Multi-user only:
Owner
Checked Out By
State
|
Select documents that match one or more values specified in the Value field.
|
not in
|
Last Modified By
Type
Multi-user only:
Owner
Checked Out By
State
|
Select documents that do not match one or more values specified in the Value field.
|
is empty
|
Role
Multi-user only:
Owner
Checked Out By
State
|
Select documents with one or more property attributes that are empty.
|
is not empty
|
Role
Multi-user only:
Owner
Checked Out By
State
|
Select documents with one or more property attributes that are not empty.
|
on
|
Creation Date
Last Modified Date
|
Select documents that have a matching date.
|
on or before
|
Creation Date
Last Modified Date
|
Select documents that have a date that is before the date specified in the Value field.
|
on or later
|
Creation Date
Last Modified Date
|
Select documents that have a date that is after the date specified in the Value field.
|
equals
|
Frames
Link Count
Links to
Version
|
Select documents that have an exact matching value specified in the Value field.
|
not equals
|
Frames
Link Count
Links to
Version
|
Select documents that do not exactly match a value specified in the Value field.
|
is more than
|
Frames
Link Count
Links to
Version
|
Select documents that have a value greater than the numeric value specified in the Value field.
|
is less than
|
Frames
Link Count
Links to
Version
|
Select documents that have a value less than the numeric value specified in the Value field.
|
is at least
|
Frames
Link Count
Links to
Version
|
Select documents that have a value equal to or greater than the numeric value specified in the Value field.
|
is at most
|
Frames
Link Count
Links to
Version
|
Select documents that have a value equal to or less than the numeric value specified in the Value field.
|
contains
|
Document ID
Location
Name
Multi-user only:
Checked Out Hostname
|
Select documents that contain the text specified in the Value field.
|
is (exactly)
|
Document ID
Multi-user only:
Checked Out Hostname
|
Select documents that exactly match the text specified in the Value field.
|
does not contain
|
Document ID
Location
Name
Multi-user only:
Checked Out Hostname
|
Select documents that do not contain the text specified in the Value field.
|
contains any
|
Role
|
Select documents that contain any of the values specified in the Value field.
|
contains all
|
Role
|
Select documents that contain all of the values specified in the Value field.
|
does not contain any
|
Role
|
Select documents that do not contain any of the values specified in the Value field.
|
does not contain all
|
Role
|
Select documents that do not contain all of the values specified in the Value field.
|
Multi-user Considerations
The data Values for the Checked Out By Column are based on the users defined in the system by the Administrator. However, to filter documents that are checked out to you, choose the Self option.
You can also use the "is empty" or "is not empty" to filter documents by check out status. For example, as an administrator, you may want to create a view that lists all documents that are checked out by any author. To do this, you can create a filter that selects documents that have the Checked Out By column that is "not empty".
You can add as many "selection statements" as you need for filter criteria. Each statement appears in the area below the Match all/any options. These options control how the selection statements are applied. For example, use Match all (and) if you only want documents that meet all of the selection criteria listed. You can also use Match any (or) if you want documents that meet any of the selection criteria listed.
You can modify the parameters of any selection statement after it is added. You can also remove one or more statements from the list or clear the entire list.
To add a selection statement:
- On the View menu, choose Manage Views.
- Add a new view or edit an existing view.
- Click the Filter tab.
- Edit the Column, Condition, or Value fields.
- Click Add.
- Click Apply to save your changes. If you are editing the active view, the results of the view definition are immediately visible.
To edit an existing selection statement:
- On the View menu, choose Manage Views.
- Add a new view or edit an existing view.
- Click the Filter tab.
- Choose a selection statement from the list.
- Edit the Column, Condition, or Value fields.
- Click Apply to save your changes. If you are editing the active view, the results of the view definition are immediately visible.
To remove a selection statement:
- On the View menu, choose Manage Views.
- Add a new view or edit an existing view.
- Click the Filter tab.
- Choose a selection statement from the list.
- Click Remove to erase only the selected item.
- Click Apply to save your changes. If you are editing the active view, the results of the view definition are immediately visible.
To remove all selection statements:
- On the View menu, choose Manage Views.
- Add a new view or edit an existing view.
- Click the Filter tab.
- Click Clear to remove all existing selection statements.
- Click Apply to save your changes. If you are editing the active view, the results of the view definition are immediately visible.