Filters and the grain switch

Every column in a report table has a filter control under its header. Filters run in your browser on the stored result, so they respond immediately and never change the report for anyone else.

#Starting filters

A report can open with filters already set, such as "this year" on a date column or one subsidiary. The author chose them, and they appear in the column headers like any filter you set yourself. You can change or clear them. The app works out a relative range, such as This month or Last 30 days, again each time the report opens.

#Filters by column type

The filter control depends on the column's format.

#Text

Type anything, and the table keeps rows where the column contains it, in any case. The box also accepts a short syntax, which appears beside the box while you type:

To search for one of these symbols literally, put a backslash before it, as in AT\&T.

#Number

Pick an operator: Between, =, ≠, >, ≥, <, ≤, Empty or Not empty. Then enter the value, or both values for Between.

On a percent column, type the figure you see: 10 and 50 to keep 10% to 50%. The boxes are marked with a % sign.

#Date

• Choose a custom range or a relative range. Relative ranges include This month, Last 30 days, This quarter, This half year, Year to date and others, and they follow the calendar.
• In an account whose fiscal year does not start in January, the list also has This fiscal year, Fiscal year to date and the other fiscal ranges. See Fiscal periods, year to date and balances.
• You can also choose On or after, On or before, Empty or Not empty.
• When you choose a relative range, the app fills in the dates. When you type a date, the filter becomes a fixed range.

#Month

This control applies to a column that holds month keys such as 2026-03.

• Pick months lists the months in the result, grouped by year, with a tick for each whole year.
• Whole year, Month range, From month and Up to month take a year or months.
• Relative ranges such as This year, Last quarter and Last 12 months follow the calendar. The fiscal ranges follow the fiscal year of the account.

#Dropdown

A checklist of every distinct value, with a row count for each.

• Show ticked keeps only the ticked values, and Hide ticked removes them.
• The list has a search box and a Clear button.
• A long list, such as a vendor or customer column, shows your ticked values and the first few hundred matches. Type in the search box to reach the rest.

#Yes / No

All, Yes, No or Is empty. Is empty keeps the rows where the box holds nothing at all.

#How filters combine

When filters are set on several columns, a row must match all of them. The count above the table, for example "Showing 42 of 1,203 rows", shows how much they narrow the result.

Table filters also narrow every chart and stat tile over the same report on the page. The widgets around a table always show the slice you filtered the table to.

#Month, quarter or year

Some reports show Group by at the top of the page, with Month, Quarter, Half year and Year. These reports are stored by month. In an account whose fiscal year does not start in January, the list also has Fiscal quarter, Fiscal half year and Fiscal year.

• Every choice but Month rolls the months up in your browser.
• The whole page follows the choice: the table, its filters, the totals row, every chart and the export.
• The page opens on the grain the author chose.
• The page address holds your choice, so a link you share opens on the same grain.

A report stored by month has no weeks or days to show:

• A month column can be shown by month, quarter, half year and year, calendar or fiscal.
• A view by day or by week needs a report with a regular date column.

Each figure rolls up by a rule the author set:

• Sum adds the months together. This fits money, quantities, and counts of things that each belong to one month, such as invoices.
• Ratio of two columns recalculates a rate from its two parts. For example, margin percentage is total margin over total revenue. The app never averages the months' percentages, because that gives the wrong answer.
• Last month of the period takes the value of the last month. This fits a balance, such as cash or receivables, which must not be added across months.
• Month only leaves the figure blank at quarter and year.

#What month rows cannot give

Some figures cannot be rolled up from monthly totals, however the sum is done:

• a median, a minimum or a maximum;
• a count of things that span months, such as vendors active or distinct customers;
• an average without the totals it came from.

These show blank at quarter and year. Switch back to Month to see them. If you need such a figure by quarter or year, ask the author for a dashboard over the detail report. A dashboard calculates a distinct count or median by quarter from the individual lines, so the figure is exact.

#Filters kept for your session

The filters you set on a report are kept while the browser tab stays open.

1. Set a filter and leave the report, or reload the page.
2. Come back. The report opens on your filters, with a bar that reads Your filters from earlier.
3. Choose Starting filters in that bar to return to the filters the author set.

What to know:

• Each report keeps its own filters, and each Group by setting of a report keeps its own.
• Closing the tab ends it. A new tab, or a link opened from an email, starts on the author's filters.
• A link that says what to show wins. A report opened by a drill-through, by a click on a dashboard widget or with filters carried from a dashboard shows those, and what you change there is not kept.
• Nothing is saved on the server. The filters are kept in your browser only.

#Clearing filters

Clear a filter from its own control in the column header. After a drill-through, Show everything removes the carried values and returns the report to its normal view. It also forgets the filters kept for your session.

#If something looks wrong

Related: Reading a report · Drill-through · Charts on a report · The report wizard step by step · Fiscal periods, year to date and balances