IN BRIEF
Preset Filters allow administrators to save commonly used report filter settings so reports can be regenerated quickly without reselecting the same options each time. Presets are saved without date ranges, making it easy to apply a saved filter, set new dates, and generate updated results as needed.
Overview
Preset Filters are designed for users who frequently run the same reports using identical filter criteria. Instead of recreating filters each time, users can save them as a Preset and reapply them in the future.
Key details to understand before using Preset Filters:
- Presets save filter selections, not date ranges.
- Date ranges must be set each time the Preset is used.
- Presets are saved per user and per report.
- Availability is limited to specific reports within the System.
Using Preset Filters streamlines reporting workflows and reduces repetitive setup steps.
Accessing the Feature
Preset Filters are accessed directly from the filter screen of supported reports.
- From the main navigation menu, go to Reports.
- Select a report that supports Preset Filters.
- Open the report’s filter screen to view the Preset options.
Step-by-Step Instructions
Creating a Preset Filter
- Open a supported report and configure the desired filters.
- Select Save as New Preset.
- In the Create Preset dialog, enter a unique Preset Name.
- Choose who can access the Preset:
- Just Me – only visible to your user account.
- Everyone – available to all staff.
-
Let Me Choose – allows selection of specific staff members or Staff Usergroups.
- Select Save Preset to store the filter.
Once saved, the Preset becomes available in the Preset drop-down menu for that report.
NOTE: Sharing a Preset filter with other users does not automatically make it an Active Preset on their account. In order for the Preset to show up in their filter options, they will need to choose "Manage Presets" and enable the shared filter to make it active.
Selecting a Preset Filter
- Open the report’s filter screen.
- Select the Preset drop-down menu.
- Choose the Preset you want to use.
- Review the loaded filters.
- Set the desired date range.
- Generate the report in the preferred format.
Editing a Preset Filter
- Open the report’s filter screen.
- Select the Preset you want to modify from the Preset drop-down menu.
- Update the filters as needed.
- Select Update Preset to overwrite the existing Preset settings.
This replaces the original filter configuration with the updated selections.
Managing Preset Filters
- Open the report’s filter screen.
- Select Manage Presets in the top-right corner of the Choose or Create Preset section.
- In the Manage Presets window, use the icons next to each Preset:
- Pencil/Edit – rename the Preset or update who can access it.
- Trash/Garbage – permanently delete the Preset.
- Four-Headed Arrow – reorder Presets in the list.
-
Enable Shared Presets – To make a Shared Preset active, enable the checkbox to the left of the "Shared Preset" filter:
- Select Save after making any changes.
Troubleshooting & FAQs
-
Why does my Preset not include the date range I used previously?
- Preset Filters do not save date ranges. Each time a Preset is selected, the default date settings load and must be updated manually.
-
Why do I not see my Preset on another report?
- Presets are saved per report. A Preset created for one report will not appear on a different report.
-
Why can another staff member not see my Preset?
- The Preset visibility may be set to Just Me. Edit the Preset and update the access settings to include additional staff or user groups.
-
Why is the Preset option missing on a report?
- Preset Filters are only available for certain reports. Not all reports support this feature.