Columns and Filters

Entity record lists — the tables that show documents, directory entries, counterparties, tasks, and other records — display fields as columns and let you filter records by field values.

Both custom fields (defined by the administrator on the entity type) and system variables (fixed fields provided by the product) appear in the same column and filter controls.

Choosing columns

Each list view lets you choose which fields appear as columns. The available columns include:

  • All custom fields defined on the entity type, in the order set by the administrator (group order, then field order within each group).

  • All system variables for the record type — for example, a document’s author, creation date, or status.

Columns are chosen in the list’s settings. The fields are grouped, a search box finds a field by its name, and a checkbox shows or hides each one. Some columns are always shown and cannot be hidden. Drag a column to move it within its group. In the inventory picker, the price column stays last.

Every change applies to the list at once. CS Deals remembers the columns and the last filter of each list for each employee, so the list opens the way you left it. Reset to default brings back the default columns. If a remembered column is no longer offered by the list, it is dropped and a notice names it.

The filter builder

The filter builder lets you narrow a list to records that match specific criteria. You can filter on any column — custom fields and system variables alike.

To build a filter:

  1. Open the filter pane beside the list. Its side is set under Filter position in the list’s settings.

  2. Pick the field with Add a field at the bottom of the pane, or use a field that its section already shows.

  3. Select an operator (equals, contains, greater than, and so on — the available operators depend on the field’s data type).

  4. Enter or select the filter value, and apply the filter.

Multiple filters are combined with AND logic — a record must match all active filters to appear in the list.

System variables in filters

System variables are the fixed, read-only fields that the product maintains on built-in record types. Examples include:

  • A deal’s stage, responsible employee, and creation date.

  • A document’s author and status.

  • A counterparty’s type.

System variables appear in the filter builder alongside custom fields. They use their own set of data types (string, integer, date/time, boolean, enum, and employee) which the filter builder handles automatically — for example, an employee-type system variable shows an employee picker, and an enum-type system variable shows a dropdown of the allowed values.

Saved filters

A saved filter stores the filter, the sort order and the columns of a list under a name. Applying it brings back all three. The Saved filters menu is in the toolbar of every record list, including deals, displays, documents, tasks and the inventory picker.

  • Save as new filter saves the current view under a name.

  • When the view differs from the applied filter, the menu button adds (modified), and Update with current view writes the current view into the filter.

  • Rename renames a filter, and Delete deletes it.

Share… shares a filter with employee groups. Their members find it in the menu under Shared, with the author’s name. Your own filters that you have not shared are under My filters. Only the author can update, rename, share or delete a filter. Deleting a shared filter removes it for the members of those groups as well, and the confirmation says how many groups it is shared with.

Saving, sharing and deleting filters each need a permission in the employee’s role, and sharing also needs read access to employee groups. Roles and permissions covers how permissions are granted.

If a saved filter or a link uses fields that the list no longer offers, those fields are left out, and a notice names them.