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Filter

The Filter field is field available only to collections that allows you to narrow down your items lists based on specific criteria. It works by letting you set conditions on any of your custom fields, creating a focused view that only shows the data you need to see at that moment.

note

Filters are only available for collections.

Why and When to Use It?​

Filtering your data is a core part of efficient inventory management. The filter engine helps you:

  • Save Time: Instantly locate items that meet specific criteria, eliminating the need to scroll through hundreds or thousands of records.
  • Streamline Tasks: Quickly gather a group of items for a specific task, such as performing a bulk operation or generating a report.
  • Analyze Data: Gain quick insights into your inventory, like seeing all items from a specific supplier or all products that are low in stock.
  • Improve Accuracy: Find and correct data entry errors by filtering for records that have missing or incorrect information.

How to Create or Edit a Filter Field​

Follow instructions in the Custom Fields guide to add a filter field, then:

  1. Then edit the actual filter value in a collection details page.

  2. Tap on the filter field. It will open an edit filter dialog.

  3. Select the field you want to filter by.

  4. Select the logical operator for your condition, such as:

    • is or is not (for exact matches)
    • contains or does not contain (for partial text matches)
    • is greater than or is less than (for numbers and dates)
    • is set or is not set (to find items with or without a value in a field)
    • etc.

  5. Depending on the type of the filter you can either:

    • Enter the value you want to match by.
      • .e.g., Location Contains Room A
    • Select the secondary field you want to match by.
      • .e.g., Quantity Is Smaller Than Minimum Quantity
note

You can have multiple filters per collection. The final result is the AND of all filters.

How to Use the Filters​

Through Collections​

As described above, filters can be set in collections.

Additionally, you can defined filters during search (in the search screen). To add filters during search follow these steps:

  1. Navigate to Collections → Tap search icon 🔍 → Tap filter icon.
  2. Tap the Add Filter button.
  3. Create one or more filter value as above.
  4. To delete a filter, tap the X icon.
  5. Tap on OK button.

Once you have added a filter, it will be added to the search query and will be applied when you search.

You can edit the search filters again by following the same steps as above.

Real-World Examples​

For a Retailer​

You need to do a stock count of all medium-sized, black t-shirts that are currently out of stock.

  • Filter 1: Size is M
  • Filter 2: Color is Black
  • Filter 3: Quantity is 0

For a Business Managing Assets​

You need to find all company laptops that are older than one year and need a software update.

  • Filter 1: Item Type is Laptop
  • Filter 2: Purchase Date is before [Today's Date - 1 Year]
  • Filter 3: Software Status is Pending Update

For a Collectibles Enthusiast​

You want to see all your rare coins that have a condition grade of 9 or higher.

  • Filter 1: Item Type is Coin
  • Filter 2: Rarity is Rare
  • Filter 3: Grade is greater than or equal to 9

Frequently Asked Questions (FAQ)​

Does filtering affect my actual inventory data?​

No. Filtering is a non-destructive action. It only changes how you view your data; it does not delete, edit, or move any of your items or collections.

Can I filter by multiple values for the same field?​

To filter by multiple values (e.g., Size is Small OR Medium), you can use multiple filter conditions for the same field.

How is filtering different from sorting?​

Sorting arranges your entire list based on a single field (e.g., alphabetically by name or by price). Filtering reduces the number of items you see based on specific criteria. You can apply both a filter and a sort at the same time for even more control.