The ClassReach Documentation for admins

How to Filter Like a Pro

This section of the documentation will cover how to do an advanced filter within a report topics. We recommend that you first familiarize yourself with creating reports in general before you dive into these topics. By the end of this document, you will know how to use reports to collect practically any information in ClassReach. So let’s get going!

General Tips to Get You Thinking:

  • When pulling information from ClassReach, each result must match every filter that has been put into place. A filter for Last Names starting with “A” combined with a filter for Last Names starting with “B” will always return 0 results.
  • The Users report allows you to report on any information collected by the User Info Form, and the Families report can report on any information from the Family Info Form. This is useful to know if you want to be able to report on something that isn’t currently tracked in ClassReach. Want to offer a subsidy to families at a certain income level? Adding a field for Income Range to the Family Info Form will allow you to create a Families report that can pull that information.
  • Each type of report (i.e. UsersFamiliesSections) has access to different data. To view a full list of report types and the information available in them, refer to these two sections of the documentation, Custom Report Types and Default Report Types.
  • In addition to being able to create an advanced filter for any type of custom report, there are also some built-in filters for each type of custom report. The Users report has an Active/Archived filter ready to go. The Form Responses report comes with a Submitted/Pending filter out of the box. The link in the previous bullet point can be used to see what filters are built-in to each report.
  • You can always contact the ClassReach Support Team for help or advice on how to tackle a task!

The Six Types of Information and How to Compare Them:

I. Dates – A Date field includes information like Date Submitted, Birthday, or Date Created. The conditionals that can be applied to a Date are as follows:

  • Is Equal to – This will then return results where the property’s date is the same date as the comparison date.
  • Is Not Equal to – This then will return results where the property’s date is a different date as the comparison date.
  • Is Before – This will then return results where the property’s date is chronologically before the comparison date.
  • Is Not Before – This will then return results where the property’s date is not chronologically before the comparison date.
  • Is After – This will then return results where the property’s date is chronologically after the comparison date.
  • Is Not After – This will then return results where the property’s date is not chronologically after the comparison date.

II. Boolean – A Boolean is a True or False field, for example, fields like Is Archived or Is Enrolled. There are only two options with a Boolean, it is either True or it is False. The conditionals that can be applied to a Boolean are as follows:

  • Is True – This will return results where the property’s value is set to true.
  • Is True or Empty – This will return results where the property’s value is set to true or the field is empty and does not have a value.
  • Is False – This will return results where the property’s value is set to false.
  • Is False or Empty – This will return results where the property’s value is set to false or the field is empty and does not have a value.
  • Is Empty – This will return results where the property’s value is empty and does not have a value.
  • Is Not Empty – This will return results where the property’s value is not empty and does have a value.

III. Single Selection – A Single Selection is where one item from a list of possible values is selected. This would be fields like Relation to Student or Academic Level. A Single Selection will have a finite amount of choices, just like a Boolean, except the options can be anything, not just true or false. The conditionals that can be applied to a Single Selection are as follows:

  • Is Equal to – This will return results where the property’s selected option is the same option as the comparison option.
  • Is Not Equal to – This will return results where the property’s selected option is a different option than the comparison option.
  • Is Empty – This will return results where the property is empty and does has not have an option selected.
  • Is Not Empty – This will return results where the property is not empty and does have an option selected.

IV. Multiple Selection – A Multiple Selection is where multiple items from a list of possible values are selected. This would be fields like Roles. A Multiple Selection will have a finite amount of choices, just like a Boolean and Single Selection, except the options can be anything. The conditionals that can be applied to a Multiple Selection are as follows:

  • Contains – This will return results where the property’s text has the entire comparison text contained within the text.
  • Does Not Contain – This will return results where the property’s text does not have the comparison text contained within the text.
  • Is Empty – This will return results where the property is empty and does not have a value.
  • Is Not Empty – This will return results where the property is not empty and does have a value.
  • Count Is Equal To – This will return results where the amount of entries in the property is equal to the comparison value.
  • Count Is Not Equal To – This will return results where the amount of entries in the property is not equal to the comparison value.
  • Count Is Less Than – This will return results where the amount of entries in the property is less than the comparison value.
  • Count is Less Than or Equal To – This will return results where the amount of entries in the property is less than or equal to the comparison value.
  • Count is Greater Than – This will return results where the amount of entries in the property is greater than the comparison value.
  • Count is Greater Than or Equal To – This will return results where the amount of entries in the property is greater than or equal to the comparison value.

V. Numbers – A Number is a numerical entry that can have mathematics performed on it, so a phone number is not a number. This would be fields like Response Number, Age or Enrollment Count. The conditionals that can be applied to a Number are as follows:

  • Is Equal to – This will return results where the property’s value is equal to the comparison value.
  • Is Not Equal to – This will return results where the property’s value is not equal to the comparison value.
  • Is Less than – This will return results where the property’s value is less than the comparison value.
  • Is Not Less than – This will return results where the property’s value is not less than the comparison value.
  • Is Greater than – This will return results where the property’s value is greater than the comparison value.
  • Is Not Greater than – This will return results where the property’s value is not greater than the comparison value.
  • Is Empty – This will return results where the property is empty and does not have a value.
  • Is Not Empty – This will return results where the property is not empty and does have a value.

VI. Strings – A string is a text field or text area field. This would be a Name, Email or Phone Number. The conditionals that can be applied to a String are as follows:

  • Is Equal to – This will return results where the property’s text is the same text as the comparison text.
  • Is Not Equal to – This will return results where the property’s text is different text than the comparison text.
  • Starts with – This will return results where the property’s text starts with the same text as the comparison text.
  • Does Not Start with – This will return results where the property’s text starts with different text than the comparison text.
  • Ends with – This will return results where the property’s text ends with the same text as the comparison text.
  • Does Not End with – This will return results where the property’s text ends with different text than the comparison text.
  • Contains – This will return results where the property’s text has the entire comparison text contained within the text.
  • Does Not Contain – This will return results where the property’s text does not have the comparison text contained within the text.
  • Is Empty – This returns results where the property is empty and does not have a value.
  • Is Not Empty – This returns results where the property is not empty and does have a value.

Chaining Together Conditions:

You can link multiple conditions to a single selected property. Now let’s take a look at how the chained conditions are evaluated.

  • And – When using And, both conditions must be met. A number is greater than 4 And less than 6, would allow only numbers that are 5 to show in the results. A date after June 6th And before Sept. 3rd would allow only dates that are Summer dates to show in the results.
  • Or – When using Or, only 1 condition must be met, even if there are 47 conditions chained together, with Or only 1 has to match to allow the property to be in results. A string that contains an “A” Or contains an “E” Or contains an “I” Or contains an “O” Or contains a “U” would allow all strings that contain a vowel to show in the results.

 

Putting it All Together:

Ready to put all of this knowledge of filters into a practical application? Head over to How to Filter Like a Pro Pt. 2.