Create Filter for Files

This article helps you understand how to create a search filter for filtering files.

Updated this week

From the files listing area, click on 'Filters' option with a down arrow showing at top right. It will populate filter options like 'Create Filter' and 'Saved Filters'.

Under the 'Create Filter' option, there is a search box using which you can start searching for the file attributes you need to add in the search filter you are creating.

Select the file attribute and specify search criteria for that attribute.

  • Users on Asite can also search for blank values within all custom attributes listed in the 'Files' tab. This facility enables you to filter records where the value in the custom attributes are not set. The blank value search is allowed for these filters - activity locks, task completion date and task due date.

Once you have specified the search criteria, it searches for the required data.

After applying the filter, click on icon to see available options.

  1. Clear option enables you to clear applied filters if any.

  2. To save filter with specified filter criteria, click on Save option.


    It opens 'Save Filter' window which enables you to specify filter name. Specify filter name and click on 'Save' button to save this filter.

    Click on icon to cancel this process. The criteria is also available as the 'Last Unsaved Filter' for future use.

  3. In case you are editing an existing filter and want to save the changes as a new filter, click on Save as option.

  4. To understand how to edit or delete filters, click here.

To view list of saved filters, open the filter dropdown and select the tab 'Saved Filters'. Clicking on any of the saved filters will apply that particular filter.

List of filter fields with name, type and descriptions are given below. You can also select applied custom attributes as filter field.

Field Name

Field Type

Description

Active / Inactive

Multiple Choice

Displays two checkboxes as 'Active' and 'Inactive'. To filter all active and / or all inactive files based on the selected checkboxes.

Activity Locks

Multiple Choice

Displays the list of file activities that can be locked or unlocked. To filter all files which have selected activities (that are selected in filter) locked on them.

Assigned By

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Assigned By Org

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Assigned Date

Date Picker

To select date to filter files by task assigned date.

Associated Form

Textbox

To type in the associated form id and accordingly filter files associated with that particular form id.

Associations / Attachments

Multiple Choice

Displays different checkboxes - 'Associated Discussions', 'Associated Files', 'Associated Forms', 'External Attachments', 'None'. To filter files associated with aMessages, other files, forms or with external attachments, based on the selected checkboxes.

Checked Out

Multiple Choice

Displays two checkboxes as 'Checked Out' and 'Not Checked Out'. To filter all files that are checked out and / or not checked out, based on the selected checkboxes.

Comment Creation

Date Picker

To select date to filter files by comment creation date.

Comment Creator

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Comment Status

Multiple Choice

Displays two checkboxes as 'Unread' and 'Read'. To filter all files with comment status as unread and / or read, based on the selected checkboxes.

Comment Title

Textbox

To type in the characters to filter files by their comment title.

Completion Date

Date Picker

To select date to filter files by task completion date.

Date

Date Picker

To select date to filter files by publish date.

Distributed

Multiple Choice

Displays two checkboxes as 'Yes' and 'No'. To filter all files that are distributed and / or files that are not distributed, based on the selected checkboxes.

Doc Ref

Textbox

To type in the characters to filter files by document reference.

Doc Title

Textbox

To type in the characters to filter files by document title.

Doc Type

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

File Name

Textbox

To type in the characters to filter files by file name.

Flag

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Folder Path

Textbox

To type in the characters to filter files by folder path.

Include Subfolders

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Linked Files

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Message ID

Textbox

To type in the characters to filter files by comment id.

Originator Organisation

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Public / Private

Multiple Choice

Displays two checkboxes as 'Public Only' and 'Private Only'. To filter all public and / or all private files, based on the selected checkboxes.

Publisher

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Publisher Organisation

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Purpose of Issue

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Recipient

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Recipient Org

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Recipient Task

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Rev

Textbox

To type in the characters to filter files by revision number.

Revision Id

Textbox

To type in the characters to filter files by revision id (available in file URL when opened in viewer).

Revisions

Multiple Choice

Displays two checkboxes as 'Current Set' and 'Superseded'. To filter latest issue and / or superseded revisions of files, based on the selected checkboxes.

Status

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Task Due Date

Date Picker

To select date to filter files by task due date.

Task Status

Multiple Choice

Displays a dropdown list of possible values for selected field. Matching values will auto-populate depending upon the characters you type in. Use the available checkboxes to select one or more values at a time.

Transmittal No.

Textbox

To type in the characters to filter files by its transmittal number.

Updated

Date Picker

To select date to filter files by updated date.

Ver

Text Box

To type in the characters to filter files by version number.

Workflow Status

Multiple Choice

Displays four checkboxes - 'Running', 'Completed', 'Failed', 'Cancelled'. To filter all files having running workflow, completed workflow, failed workflow or cancelled workflow, based on the selected checkboxes.


Check: FAQs

Related Articles: Searching Files (Overview)

Next Article: Edit Filter for Files


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