Applying filters is the best way of using your data productively. In the SuperCRM there is the ability to filter on both the People tab and the Organisations tab. Both share the same characteristics, however the organisations tab has different filter options.
Included in this article:
- Video Tutorial
- Creating a new filter
- Modifying a Filter
- Changing your Default Filter
- Sharing Filters
- Filtering by Organisations and Forms (Information for NSOs and RSOs)
- Advanced Filtering
- Filtering by Tags
Each SuperCRM user has their own set of filters and you can create multiple filters. Applying a filter changes the list of people, or types of organisations displayed in your view.
When CRM is first enabled for users in your organisation, a default filter is created for you, and will display people that belong to the most recent season that you have forms for. The Organisations tab will by default, load all organisations as a whole. However, if you do not have a season listed on any of your forms, the default filter will instead load people belonging to the first registration database of your organisation.
You can change the default filter by following the instructions listed below: Changing your Default Filter.
There is no limit to the number of filters that you can have saved. We recommend that you rename each filter as they are created and save to something easily identifiable at a later stage.
Creating a new filter
To create a filter, click the Filters icon on the top left.
Select Create New Filter.
A list of all available options will appear that you can filter on. Many of the options (e.g., gender, ethnicity etc.) relate to system fields that have been used on a form. Most commonly, you will be filtering on a particular season and then on an organisation form within that season.
Once you have selected the options to filter on you can save your filter. Tick on Save Filter. This will auto populate the name of the filter with the options you have selected. You can overwrite this to edit the name of the filter then click Save.
Now click Apply to set your view to your selected filter.
Please go to Filter on Organisations and Forms for further information on this specific topic.
To create a filter, click the Filters icon on the top left.
Select Create New Filter.
You will then be presented with three fields that you can filter the organisations within your CRM on.
- Organisation Type: Club, Education Provider, Market, Rso, Crm, and Region
- Tags: Any tags that have been set up and applied on organisations
- Organisation: All organisations that are in your CRM for you to select one or multiple.
If you want to save this filter for future use, tick Save Filter before clicking Apply to view your selected filter settings. This filter will then appear under the Apply Saved Filter drop down when you first click into the filter in the Organisations tab
Modifying a Filter
You can modify a filter once it has been saved by selecting the pencil icon next to the filter you wish to modify. This pencil icon will open the filter enabling you to edit the options selected.
Selecting the pencil icon for the filter you wish to modify.
Be mindful that when you go to save the filter after you have modified the fields to filter on that you will be overwriting the previous settings.
If you do not want to overwrite the settings but want to view this modification, untick the Save Filter option then you will be able to Apply this search. If you do want to overwrite the settings, then tick Save Filter and Save.
Changing your Default Filter
When you first come into SuperCRM, the view that you see is set by your default filter. Your database can grow quite quickly so we recommend setting your default filter to show your most commonly requested results. This will save time for yourself.
For those organisations that have a large database, we recommend setting a filter that sets your initial view up with more concise results when you first come into your SuperCRM.
For example, all of your 2023 Netball Players.
To change your default filter, please see the steps below.
Click the Filters icon on the top left.
Your saved filters will appear, with your current default filter identified with a green star.
Click the star next to one of your other saved filters to set this as your new default filter, then click Apply. This new filter will be your new set view when you come into SuperCRM.
Sharing Filters gives you the ability to share a filter within your organisation. If multiple people within your organisation are using the same search in the SuperCRM, one person can Share their filter and everyone else can then use it. Anyone in the organisation can save the filter to their own Saved Filters and then it can be modified or used as they see fit.
This is particularly helpful when you have a large database but regularly need to see a smaller or specific group of results.
To share a filter, please follow the below steps.
You first will need to select Filters.
Then, select Use Saved Filter to view your own filters that you have saved.
Beside the filter that you want to share, you will see a grey arrow that when selected will turn green. When the arrow is green, this particular filter will be visible to anyone in your organisation.
Once you have selected the filter or filters that you want to share, be sure to click Apply to finalise the selection.
Finding a Shared Filter
Click on the drop down arrow next to Find Shared Filter. To see all filters that have been shared within your organisation.
Select the filter you wish to view from the list visible then click Apply.
Filtering by Organisations and Forms (information for NSOs & RSOs)
If you are a National Sports Organisation (NSO) or Regional Sports Organisation (RSO), when you filter in SuperCRM you are also able to filter to review specific organisation person data grouped by their regional body as well as by their form or forms.
By selecting the RSO from the Organisation dropdown list, you can select which (or all) clubs associated that you want to filter on.
There is also the option to filter on Organisation Forms. This feature of filtering by Organisations and Forms allows you to select a particular club or clubs and then further allows you to select a specific form.
As the example below shows, you may want to see all the Netball Scorers in 2023 for Diamond Sports Club. If you are a Netball Centre for example, you will have multiple Netball Clubs underneath you.
Organisation: Diamond Sports Club > Folder: Netball > Organisation Form: Netball Scorers 2023
Once you have selected the Season(s) for your filter, you will unlock the Organisation field, as well as Form Selection which consists of the Folder and Organisation Form fields.
If you are part of a managing organisation and you want to only see individuals associated with specific clubs (e.g. clubs in a specific region), the 'Organisation' filter will allow you to specify which clubs you want included. This can include organisations sharing their forms directly with your organisation. Should you wish to include all organisations in your filter (including your own), simply leave this option blank.
Sometimes there can be a large number of forms relating to a given season. To help you find forms in a specific area, the "Folder" filter can limit your options to forms within specific folders. If you do not select a folder, you will have access to all forms for a given season.
NOTE: This is only used to help narrow down the options available in the "Organisation Form" filter (see below). If you want to filter by all forms in a specific folder, be sure to select the "Select All" option in the "Organisation Form" filter afterwards.
The "Organisation Form" dropdown list will allow you to filter by individuals who have filled out a specific form. This list will be populated depending on which forms apply to your selected 'Seasons' and 'Folders'.
Advanced Filtering allows you to further narrow the list down of returned results. Advanced Filtering works on system fields on the specific form or forms. For example, Gender, Grade Playing, Date of Birth or specific questions such as the example below.
Typically, if you are filtering on a particular season you will select the Season then the Organisation Form. If you want to refine the results further you will use advanced filtering to help you do this.
Note that you cannot filter on ID verified fields.
The Advanced Filter allows you to choose specific questions from the Organisation Form that were selected earlier in the section to further narrow down the filter results.
Select the +Advanced Filter option near the Save or Apply button at the bottom of the section.
For this example, we want to know what players have answered the question "Do you have any of the following medical conditions?" with "Asthma".
You will be prompted to select a Question to filter from. The drop down will show all system fields that you are able to filter from.
Select the question that you want to request results from. In this case, we are selecting "Do you have any of the following medical conditions?".
Once we have selected the question, the drop down arrow will condense and you will then see the option to select an Answer. Select the drop down arrow to see the available options.
Select the specific Answer (or answers) that you want to return results on. Once you have selected your answers, click off the centre prompt to close the drop down.
Once you have chosen your Question and Answer (or answers), select Set to apply the Advanced Filter to your Filter.
You will see your Advanced Filter as shown below once you have Set it.
You do have the ability to create multiple advanced filters. You might want to know what players have Asthma and are Male for example.
If the filter is one that you will use again in the future, remember to tick Save Filter before either selecting Apply.
If you are modifying a saved form to include an Advanced Filter, you will overwrite the original filter options if you have ticked Save Filter. You can update the name of the form before you click save the same way you would have done when you saved the form.
If you do not want to overwrite the saved form, do not select Save Filter, just click Save.
Click Save. Then to see your filtered list click Apply.
Filtering by Tags
If you have added tags in your SuperCRM and have applied them to records (please see Adding a Tag), you can then set a filter against those tags by clicking the Filter by tags... field.
Note: When you filter by tags, you do not need to select any other fields.
You can then select one or more tags from the list.
Tick Match All if you only want to filter on records that have all the selected tags. If you do not tick Match All, you will return all those contacts with each individual tag selected.
Using this example, you want to only see contacts with both GA and GD tagged on their record.
When you apply the filter, you will return results as shown below if you have ticked Match All.