Finding records: search, filter, group and save a search
Every list works the same way: type to search, narrow with filters, group to see totals, and save a search you use often.
Lists that use the shared list (the Indicators list first; the other lists follow) all work the same way. What you set lives in the page address, so a copied link opens the same view, and the browser’s back button returns to the previous one.
Search
Type in the search box and choose which field to search, for example “Search Name for: water”. Each choice becomes a chip in the box. Terms on the same field share one chip and match either value (“Name: water or sanitation”); chips on different fields must all match. Remove a chip with its ×, or press Backspace in an empty box to remove the last one.
Filters
Press ▾ at the end of the search box to open the panel: Filters, Group by and Favourites side by side. Every option you click applies at once and appears as a chip; click a ticked option again to untick it. Options in one filter group match any of them and share one chip; different groups must all match. Some filters are on when the list opens; the Indicators list shows active indicators until you choose Archived. “Add custom filter” builds a rule from any field the list offers, with conditions that suit the field (contains, is, between, is set…), and several rules can match all or any. When nothing matches, “Clear filters” starts again.
Group by
Group records by up to two fields to see a count per group. A group’s records load when you open it. Dates can be grouped by day, week, month, quarter or year.
Saved searches
Under Favourites, save the current search with a name. Mark one “Use by default” and the list opens on it. A role allowed to share can share a search with the whole workspace; only the person who saved a search can rename or delete it. You can keep up to 50 saved searches on each list.
Choose columns
The columns button at the end of the table’s header row opens a list of every column, one per row. Tick or untick a column and the table changes at once; drag a column by its handle, or use Move up and Move down, to change the order. Code and Name always show first. A search box appears when there are more than ten columns, and “Reset to default” puts the list back. Your choice is kept for you on this list.
Selecting records
Tick records to act on several at once: the search box gives way to “N selected” and one Actions menu with export, archive, restore, delete and the list’s own bulk actions. Press × to clear the selection. Ticking every record on the page offers “Select all” for the whole search. A record holding collected data is never deleted: the list says how many were kept and offers archive instead. Actions for the whole page, such as Import and Export all, are in the ⚙ menu beside Add.
Going back
Every page below a list has a back arrow before its title, and a breadcrumb above it on a wider screen. Back always goes to the page above (from a record to its list, from an edit page to its record) and returns to the list exactly as you left it, with the same search and filters. If you have unsaved changes, you are asked before you leave.