Create or edit filters in Adobe Workfront

You can limit the amount of information you display on the screen in a list of items with a filter. You can define certain criteria based on particular pieces of information about an object and only display the objects that meet those criteria.

You can apply the following types of filters in Adobe Workfront:

  • Quick filters in a list of objects to find an item using a keyword. These are temporary filters that you cannot save for future use.

    For information about quick filters, see Apply the quick filter to a list.

  • Permanent filters that you can save and use numerous time on multiple lists and reports. This article describes how to create a permanent filter or edit an existing one in a list or report.

  • Filters in other areas of Workfront, outside of lists and reports.

    For a list of all filters in Workfront and the areas where you can apply them, see Filters overview in Adobe Workfront.

Access requirements

You must have the following access to perform the steps in this article:

Adobe Workfront plan*

Any

Adobe Workfront license*

Request or higher

Access level configurations*

Edit access to Filters, Views, and Groupings

Note: If you still don't have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can modify your access level, see Create or modify custom access levels.

Object permissions

Manage permissions to a filter

For information on requesting additional access, see Request access to objects .

*To find out what plan, license type, or access you have, contact your Workfront administrator.

Types of filter-building interfaces

You can create filters using the types of filter builders described in the table below:

Builder type Filter object Where available
Standard builder All objects Lists and reports
Beta builder
  • Projects

  • Tasks

  • Issues

  • Lists

  • The Projects list in the Scenario Planner

    The Scenario Planner requires an additional license. For information about the Workfront Scenario Planner, see The Scenario Planner overview.

NOTE: Beta builders for filters are not available in reports.

For information about Workfront objects, see Understand objects in Adobe Workfront.

Create or edit a filter in the standard builder

You can create filters in lists and reports in the following ways:

  • From scratch
  • Edit an existing filter and save it as a new filter

Regardless of the method you use to create filters, creating a filter from scratch or from an existing filter is similar.

  1. Go to a list or a report that contains the filter that you want to customize.

  2. Click the Filter icon Filter icon.

    TIP

    The report creator must allow for filters to be edited in order to view the Filter drop-down list on a report. The Report Default filter is applied to a report by default. The Report Default filter can be customized only when you edit the report.

    Filter drop-down

  3. Click New Filter at the top of the list of filters

    Or

    Hover over the filter you want to modify and click the Edit icon .

    The builder for customizing the filter launches.

  4. Do any of the following:

    • Modify existing filter rules by clicking the existing rule and selecting a new option.

    • Add a filter rule by clicking Add another Filter Rule, begin typing the name of the option for which you want to add a rule in the Start typing field name box, then click it when it appears in the drop-down list.

      Fields associated with the object of your filter are listed in the Start typing field name box.

    • Click AND or OR when adding a new filter rule.
      When adding filter rules, use the filter modifiers to establish the condition of your filter. For more information about filter modifiers, see Filter and condition modifiers.

      NOTE

      When you connect a group of AND statements by multiple OR statements, you must repeat the fields that are not changing between the OR statements for each group of statements.

      Connected filter statements

      When you build a filter for tasks that contain the word “marketing” and are in projects with a status of Current or Planning, you must have the following filter rules:

      Task: Name Contains Marketing
      AND
      Project: Status Equals Current
      OR
      Task: Name Contains Marketing
      AND
      Project: Status Equals Planning

      Although Task: Name Contains “marketing” does not change between the two AND filter groups, it must be repeated in the second group.

    • Delete an existing filter rule by clicking the “X” icon.

  5. (Optional) Click Switch to Text Mode to add a filter using the Text Mode interface.

    For more information about creating a filter using the text mode interface, see Edit a filter using text mode.

  6. Click Save Filter to create a new filter or replace the selected one with your changes.

    Or

    Click Save as New Filter to create a new filter from the selected one.

    The new filter displays in the list of filters and it is automatically applied to the list or report you selected.

  7. (Optional) Do one of the following:

Create or edit a filter in the beta builder

Consider the following when creating filters using the different interfaces:

  • You can find the beta builder in the same places you find the standard filter interface for the areas listed in the table above.

  • You can switch back and forth between the standard and the beta builder interface, where the beta option is available.

  • After you have enabled the beta builder in one area, it is the default experience for all areas where it is available. For example, if you enable the beta builder in a project list, it is the default experience for building task and issue filters in lists as well.

  • You can create filters using the beta builder interface in project, task, and issue lists in the following ways:

    • From scratch
    • Edit an existing filter
    • Duplicate an existing filter
    • Duplicate an existing filter, edit it, and save it as a new filter
  • Saved filters are available in both builders, regardless of which experience you used to originally build them. For example, if you created a filter using the standard builder, you can find and modify it in the beta builder interface as well.

    TIP

    An “All” filter is not included with the beta builder because all list items are displayed when no filters are applied. Click Clear all on the top right of the builder to clear any active filters and display all items. If Clear all is dimmed, then no filters are applied.

  • The standard and beta builders have a slightly different syntax when building multiple-statement filters that combine the AND and OR operators. As a result, these filters may display differently when you switch from one builder to another.

    INFO

    The following scenario exists:

    1. Use the beta builder to create a filter that has the following syntax:

      (A OR B) AND C

    2. Switch back to the standard builder and edit the filter using the syntax of the standard builder as described in the Create or edit a filter in the standard builder section in this article. The syntax for the standard builder displays the filter statements as follows:

      A AND C
      OR
      B AND C

    3. Make a change to the filter in the standard interface.

    4. Switch back to the beta builder. The filter statement displays according to the logic supported in the standard builder, as described above.

      The filter displays in the beta builder interface as follows:

      A AND C
      OR
      B AND C

      This happens because the filter was modified in the standard interface.

Create a filter using the beta builder interface:

  1. Go to a project, task, or issue list where you want to create a filter or that contains the filter you want to customize.

  2. Click the Filter icon Filter icon, then enable the Beta setting Beta setting to access the beta builder. It is disabled by default.

    Next, agree to the beta agreement if required. You only have to agree once, and the beta builder stays enabled.

    This opens the beta filter builder interface.

    TIP

    The header of the filter builder interface changes to blue when you enable the beta builder. After you enable the beta builder interface, Workfront keeps it enabled for all areas where it is available.

    Beta filter builder

  3. Review the following lists of filters:

    Favorited Filters that you marked as favorites. When you favorite a filter, its original location is shown below the filter name, and it is hidden from the original list unless you remove it as a favorite.
    Saved Filters that you built and saved yourself.
    System defaults Workfront system default filters, as well as filters that the Workfront administrator added to your list of filters, either at the system level or in your layout template.
    Shared with me Filters that others created and shared with you or that are shared system-wide.
  4. Do one of the following:

    • Click New filter to create a filter from scratch.

    • Hover over an existing filter that you have permissions to manage and click the Edit icon Edit icon to edit it.

      Or

      Hover over an existing filter that you have permissions to view, click the More menu More menu, and click Duplicate to copy the existing filter and edit a copy.

    More menu options

  5. (Conditional) Depending on whether you want to find objects that match all or any of the statements in a filter group, select from the following options:

    Include if all are true The objects found by the filter must match all filter criteria in a filter group. In this case, the filter statements are connected by the AND operator. This is the default selection.
    Include if any are true The objects found by the filter must match any filter criteria in a filter group. In this case, the filter statements are connected by the OR operator.

    Include if all or any or true drop-down menu

    For more information about filter operators, see Filters overview in Adobe Workfront.

  6. Click the field drop-down menu to view a list of recently used fields, and suggested fields to filter by. The suggested fields are currently displayed in the list you are filtering.

    You can also select Browse fields to view a list of all fields you can filter by. The fields in the advanced search are grouped by object category.

    Locate a field to filter by

  7. Click the modifier drop-down menu to select a modifier. The default modifier is “Equals.”

    For more information, see Filter and condition modifiers.

    TIP

    As you build the filter, the results appear immediately in the list. If the filter panel covers the list, you can close it to see the display. The information you entered remains in the beta builder when you open the panel again.

  8. Start typing the value of a field you want to filter by. For example, start typing the name of an issue, if you want to filter by Issue:Name. Select the value when it displays in the list.

    TIP

    Depending on what modifier you selected, you can select multiple values.

  9. Click Add filter to select another field and add a new filtering criteria to the filter statement.

  10. (Optional) Click the Delete icon Delete icon to remove existing filter statements.

    Or

    Click Clear all to clear all filtering criteria.

  11. (Optional) Click Add filter group to add another set of filtering criteria. The default operator between the sets is AND. Click the operator to change it to OR.

    TIP

    You might want to user another filter group when you want the groups to be connected by a different operator than the operator in a filter statement.

    INFO

    When you filter for project that contain “marketing” in the name that are either not complete and are not On Hold, you can use the following multiple filter groups:
    (Project: Name Contains Marketing AND Project: Percent Complete Does not equal 100)
    OR
    (Project: Name Contains Marketing AND Project: Status Does not equal On Hold)
    In this case, each filter statement is connected by an AND, and the filter groups are connected by an OR.

  12. (Optional) Click Text mode to continue building the filter using text mode.

    Select text mode

    The text mode interface opens.

    Text mode interface

    TIP

    We recommend building as much of the filter as possible using the beta builder interface and only using text mode when you must make modifications to the filter that are only supported in text mode.

    For more information about creating a filter using the text mode interface, see Edit a filter using text mode.

  13. Click Exit text mode to return to the beta builder interface.

    WARNING

    Some text mode statements are not supported in the beta builder or the standard interface. Exiting text mode when you have created these types of statements might generate a warning message.

  14. (Optional) Click Apply to apply the filter to the list and see the results.

    If the filter produces no results, the list will be empty.

  15. Click Save as new to save the filter for future use.

    Name and save the filter

  16. Select Untitled Filter and type the name of the new filter instead.

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    Be sure to name the filter so that you can find it later. If you do not name the filter, it will be called Untitled Filter in the system.

  17. Select an icon for the new filter from the Icon drop-down menu.

    Select an icon for the filter

  18. (Optional) Add a description for the filter to indicate what is unique about it. The description displays under the filter name in the list of filters.

    TIP

    Clicking Cancel at any time takes you back to the filter building area.

  19. Click Save. The filter is saved in the Saved list and is applied to the list of items.

  20. (Optional) To move a filter to the Favorited list, hover over any filter in the filter drawer and click the Favorite icon Favorite icon.

    Or

    Hover over any filter in the filter drawer, click the More menu More menu, and click Favorite.

  21. (Optional) Click the Stack filters button to activate stacked filters. This option allows you to apply more than one saved filter. The filter rules are applied in the order you select them.

    TIP

    There is no limit to the number of filters you can select.

    When you select multiple filters, all of their conditions must be met simultaneously to display matching results.

    Stack filters

    The number of filters you selected displays next to the filter icon at the top of the list of items.

    Number of filters selected

  22. (Optional) Do one of the following:

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