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Global filters

Modified on Thu, 24 Nov 2022 at 03:33 PM

Global filters apply to both lists and dashboards and will apply to everything on that page.

To explore the concept of using Global filters and give you an idea of what is possible, this article will provide some use case examples of using Global filters:

Filters for an entire dashboard

Me and My user group

Using Header fields

Using comparators

Remember, the Global filters that are available to you will be based on how you have configured Aico and may be different to the examples below.

Filters for an entire dashboard

Go to the dashboard you want to edit. Go to the cog wheel in the top left of the whole dashboard.

This takes you to the settings area of the entire dashboard.

The settings you choose here will dictate the data at the dashboard level. Each chart within this dashboard will be subservient to the global filters set. For example, if you set a global filter of journals and then add a chart to that page which is looking for completed closing tasks you will get no results as every chart on that dashboard is limited to only journals.

You do this by creating a Global filter that affects the entire dashboard.

For example, take the Journals Dashboard setting area.

The Global filter here means every chart or list within this dashboard will be a journal. The charts below, for example, all deal with presenting journal data.

Once happy, click Save.

Me and My user group

Aico administrators may be asked to set up a shared dashboard that, when individual users view it, shows their specific tasks, or tasks assigned to their user group. Users may wish to copy and personalise this dashboard further.

Create a new dashboard (click here to read how) or click on the dashboard cog wheel in the top left of the dashboard.

If we look at the Global filters in more detail here, we can see:

"Me" and "Me or my user group" is a powerful concept within Aico. It means that whoever is logged in and looking at this shared dashboard, will see only their own tasks and those of user groups to which they belong.

In the above example, the dashboard will show the user the tasks relating to them or their user group, where they are the Creator, Preparer or Approver 1.

Each user will see tasks according to their authorisations and roles within the workflow, where they match these filters.

Using Header fields

you can use existing Header fields as your Global filters to create a specific dashboard. In this example, we'll use the Header Error to show any journals that have gone into error.

To see how this dashboard was set up, click on the cog wheel in the top left of the dashboard.

1. This entire dashboard has been filtered for journals.

2. Global filters are used to filter this further to show only those journals which have errored.

We have done this by taking the error header when it is not equal to nothing (represented by the empty box). this means it has a value in it

3. Within that filter, we also want to see documents where the transfer status is equal to error.

4. We have excluded documents that have already been archived because we are only interested in active documents in this dashboard.

To narrow the results down, we can also add a Global filter to specify the number of days in the past we want to search. Here, we have chosen the last 60 days.

Using comparators

Here we are using filters to show us late tasks.

Here, the term comparators refers to the middle section of our global filter settings against the values we want to capture:

  • Equal to
  • Not equal to
  • Greater than
  • Less than and so on

1. First we need to make the Aico Process equal to Account Reconciliation, so we only see tasks that need to be fully reconciled.

2. Next we want to add a filter that captures the entire account reconciliation process from the beginning, so we take the Header called Preparer Day Late. Let's say we are reviewing these journal entries quarterly, so we chose to see tasks that are great than 90 days late.

To create this list, we are using an existing header field of Preparer Days Late, but the value of 90 days is completely customisable for the individual dashboard.

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