Learn how to use filters in Shape Software to quickly find, organize, and manage records. Create advanced searches, save filtered views, combine multiple filters, and streamline your workflow.
Using Filters in Shape Software
As your database grows, finding the right records becomes increasingly important. Filters allow you to narrow large lists into smaller, more meaningful groups so you can quickly locate the records you need.
Whether you’re looking for recently created records, contacts assigned to a specific user, records missing information, or a particular marketing source, filters make it easy to focus on exactly what you’re looking for.
Filters are available throughout Shape Software anywhere supported list pages are available.
What Are Filters?
Filters act like questions you ask your database.
Instead of scrolling through hundreds or thousands of records, you can tell Shape Software exactly what you’d like to see.
For example:
- Show me records assigned to me.
- Show me records created this week.
- Show me contacts missing an email address.
- Show me records with a specific status.
- Show me contacts from a particular marketing source.
You can combine multiple filters to narrow your results even further.
Why Use Filters?
Filters help you:
- Find records faster.
- Focus on a specific group of contacts.
- Prepare records for Bulk Actions.
- Create targeted exports.
- Build reusable Saved Views.
- Reduce time spent searching through large databases.
Instead of manually reviewing records, you can let Shape Software display only the records that match your criteria.
Opening the Filter Builder
To create a filter:
Combining Multiple Filters
You can apply multiple filters to narrow your results even further.
Each additional filter works together using AND logic, meaning records must satisfy every filter you’ve applied to appear in the results.
For example:
None
Assigned User = Me AND Status = New AND Marketing Source = Website
Only records matching all three conditions will be displayed.
Depending on the filter operator you choose, you can also create broader searches by including or excluding multiple values within a single filter.
Filtering by Custom Fields
Filters aren’t limited to standard Shape Software fields.
You can also filter using custom fields created specifically for your organization.
This allows you to build searches around the information that’s most important to your business, regardless of your industry or workflow.
Saving Frequently Used Filters
If you regularly use the same filter combination, you can save it as a Saved View.
Saved Views remember your filter criteria, allowing you to quickly return to commonly used record lists without rebuilding your filters each time.
Saved Views can also be shared with other users when appropriate.
Filters Stay Until You Clear Them
Once applied, filters remain active as you navigate throughout Shape Software until they’re cleared.
This makes it easy to return to your filtered results without rebuilding your search.
If you can’t find records you expect to see, check whether filters are still active.
Selecting Clear Filters removes:
- All active filters
- List page searches
- Applied sorting
This returns the list page to its default view.
Searching vs. Filtering
Although they often work together, searching and filtering serve different purposes.
Search looks for matching text within the records currently displayed.
Filters determine which records appear in the list in the first place.
For the best results, start by applying filters to narrow your list, then use the list page search to quickly locate specific records within those results.
Common Filter Examples
Here are a few examples of filters you might use every day.
Records Assigned to Me
Display only records currently assigned to your user.
New Records
View recently created records that haven’t yet been worked.
Missing Email Addresses
Identify contacts missing an email address so your database can be updated.
Records by Marketing Source
View contacts generated from a specific campaign or lead provider.
Records Missing Required Information
Locate records with incomplete information before running reports or campaigns.
Records by Status
View contacts currently in one or more selected statuses.
Understanding Filter Operators
Different field types support different filter operators.
For example:
- Text fields support operators like Contains.
- Number fields support operators like Greater Than and Less Than.
- Date fields include options such as Before, After, and Within.
- Dropdown fields allow selections from predefined values.
Best Practices
- ✓Start with broader filters before adding additional criteria.
- ✓Review active filters before assuming records are missing.
- ✓Use custom field filters to build highly targeted record lists.
- ✓Clear filters when you’re finished to avoid unintentionally limiting future searches.
Frequently Asked Questions
Why can’t I find a record?+
The most common reason is that one or more filters are still active. Try selecting Clear Filters or reviewing your active filter criteria.
Do filters stay applied if I leave the page?+
Yes. Filters remain active until they are cleared, making it easy to return to the same filtered results later.
Can I filter using custom fields?+
Yes. Any custom fields available in your organization can also be used when building filters.
Can I combine multiple filters?+
Yes. You can stack multiple filters to narrow your results. Records must satisfy all applied filters to appear in the list.
Can I share my filters?+
Yes. Filters can be shared by sharing a Saved View or through features such as Prioritized Views, depending on your permissions and configuration.
Does searching work the same as filtering?+
No. Searching looks within the records currently displayed, while filters determine which records are displayed in the first place.