Filtering records

In this guide, you will learn how to filter records according to the various attributes associated with your records and forms.

Filtering enables you to extract a subset of your data that satisfies a set of conditions or criteria which can then be viewed or exported for further analysis outside of Coreo.

Forms

Coreo records are structured according to the form used to create them, and you can filter your records accordingly (unless your project only has a single form, in which case this will not apply).

Form filtering

If your project contains more than one form, then you can view records submitted for each of these forms separately. For example in this example project, there are two forms: ‘Species observed’ and ‘Weather conditions’. You can view all submitted records for both forms with ‘All Forms’ or view records for an individual form by selecting it from the drop-down menu.

form-filters

Basic filtering

By default, all forms allow Basic filtering of records by these common attributes:

  • Date created: filter on records created within a specific date range
  • Recorder: filter on records from an individual contributor – search by name and select from the suggestions
  • Status: filter on records that have the same status (e.g. pending)
  • ID: filter on an individual record ID if known

Boundary filtering

If your form includes geospatial data, then you can also filter your records by selecting a ‘Boundary’, which allows you to select a predefined boundary from a list of UK Counties or Countries, e.g.

boundary-filter

This will outline the boundary on the map pane, and only show records in the table below which are within this boundary.

Map filtering

You can also use the map to filter your records. For a single record, just select it on the map, and the associated values for that record will be displayed in the table below the map. For multiple records you can either hold down the ‘shift’ key on your keyboard and select multiple record nodes on the map, or you can use the drawing tool in the top-right of the map:

drawing-tool

to select a region containing the records of interest.

map-filtering

Click on the ‘wastebin’ icon to clear the selected area.

Form specific filtering

When viewing records for individual forms, you can filter on Form Specific fields. Depending on the type of field (e.g. Number, Text, Media, Selection List) additional parameters are available to help define your filters.

For example, if you have asked for a value to be entered in a Number-type field on your form, you can filter on whether the stored value matches your filter value against one of the following comparison operators:

  • Equals
  • Greater than
  • Greater than or equal to
  • Less than
  • Less than or equal to
  • Is blank

By entering a value and selecting a comparison operator, this filters the records to show you all the records where the recorded values are, for example, less than or equal to 75:

less-than-or-equal

Other field types have similar options to allow you fine-grained control over your filters.

Clearing filters

Basic and Map filtering persist across all your forms, so if you’ve set your filters to only include ‘Pending’ records on one form, this will also still be in effect if you switch to view records from another form.

Any applied filters will persist until cleared, even if you change the form you are filtering on. You can removed individual filters by clearing the entry from the filter, or you can reset all filters on all forms by selecting the ‘Clear’ button at the top of the filter column.

clear-filters

The number in the circle shows the number of active filters. Pressing the ‘Clear’ button will remove all active filters and reset this to zero.

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