Manage Filters in the Entity Hierarchy

Filters help you streamline entity information in the Entity Hierarchy Tree. With the help of filters, you can choose which objects you would like to be displayed.

Execute a Filter

1. Select a filter from the Filters drop-down menu in the navigation bar.

   OR:

2. Right-click the filter in the Filters drop-down list and select View Cached Results or View Live Results, depending on the result you selected in the schedule tab (below).

Add a Filter

1. Select Add New Filter from the Filters drop-down list in the navigation bar at the top of the screen. The Filters drop-down is set to All Entities by default.

   

2. Each filter is assigned a default name that you can update by typing a new name in the Name text box.

   Note: Name is a required field. You cannot leave it blank.

3. Select a view definition from the View Definition drop-down list.

   Note: For more information on view definitions, see the Manage View Definitions topic.

4. Fill out the following information:
   • Objects

     The Objects tab allows you to select the objects that will be displayed in the Entity Hierarchy Tree.

     1. Add columns to the Entity Hierarchy filter by highlighting a column name in the Available Objects list and clicking the Right Arrow . The selection will be moved to the Selected Objects window. Conversely, remove columns from the filter by highlighting a column name in the Selected Objects list and clicking the Left Arrow . The selection will be moved to the Available Objects window.

        Note: Hold down the Ctrl or Shift key when selecting multiple columns.

     2. Click to move all of the columns from the Available Objects list to the Selected Objects list, or click to move all of the columns from the Selected Objects list to the Available Objects list.
   • Filter

     Once the objects have been defined as part of an Entity Hierarchy filter, these objects can be filtered to return only the criteria that you specify. Each filter must include an And/Or selection and requires the user to complete the next three fields with a field name, query condition, and a value.

     1. Select And or Or from the drop-down list.
     2. Select the object you wish to use in defining your filter.
     3. Select the field you wish to use in defining your filter.
     4. Select a condition from the drop-down list.

        Note: View the link to the condition types below for more information on condition types.

     5. Enter a value in the last text box. In case of a boolean field, True or False will display.

        Note: Highlight a parameter and select ( ) to enclose it in parentheses, and -( )- to remove them.

     6. Click Add Filter.
     7. Highlight a parameter and use the Move Up or Move Down arrows to move a parameter up or down in a list, and select Delete to remove the parameter from the list.

     Condition Types
     

     The following are a list of conditions, descriptions and values through which you can filter your data:

     Condition	Description	Values
     Equals	Allows for user to enter a single exact value to be found and returned	Input a single value, number or text
     Not Equals	Allows for user to enter a single exact value, that should not be returned	Input a single value, number or text
     Contains	Number or text (exact or partial) that is found within that field	Number or text
     Not Contains	Number or text (exact or partial) that is not found within that field	Number or text
     Greater than	Value that all returns must be higher than	Number or text
     Less than	Value that all returns must be less than	Number or text
     Greater than or equal to	Value that all returns must be equivalent to or higher than	Number or text
     Less than or equal to	Value that all returns must be equivalent to or less than	Number or text
     Between	Brings up two fields with an “and” statement between	Number or text
     In	Brings up a pick list with the values found in that particular field. Records with this value found will be returned	Multi-selections are possible.
     Not in	Inverse of the “not in” parameter, meaning that selections with these records will not be in the return list.	Multi-selections are possible.
     Begins with	Records where the value begins with a particular text entry will be returned.	Number or text
     Ends with	Records where the value ends with a particular text entry will be returned.	Number or text
     Is Null	Records where the value is null for a particular field will be returned (e.g. show me risks where the control name is null would show you risks that do not have controls linked to them).	Number or text
     Is Not Null	Records where the value is not null for a particular field will be returned (e.g. show me risks where the control name is not null would show you risks that have controls linked to them).	Number or text
     @me	Records the name of the logged in user when a search is executed. It would apply only for the Name fields.	Text

     

   • Schedule

     Note: The administrator must schedule the system to run the filters before they can be scheduled using this tab. In addition, the filter scheduling functionality is only available to the users who have been provided proper permissions by the administrator. For more information, see Configure Scheduling and Caching for Searches and Reports.

     The Schedule tab enables you to schedule filters on a periodic basis and store the results so they can be viewed after the filter has been executed.

     1. Select the Enable Schedule check box to activate the scheduling capability.

        Note: You will have to run the filter manually when the Enable Schedule check box is de-selected.

     2. Specify the frequency for the Schedule by selecting one of the following radio buttons:
        • Daily
        • Weekly
        • Monthly
        • Yearly
     3. Type a number in the adjacent text box to specify the frequency of occurrence. For example, if you selected the Weekly radio button in Step 2 and type 1 in this text box, the filter will run once in a year.
     4. Type a date in the Start date field. or click Calendar to select a month, date, and year.

        Note: The date should be in the MM/DD/YYYY format.

     5. Select the appropriate radio button to determine how and when you would like to stop running the filter:
        • No end date: The filter will run continually with no end date.
        • End after...occurrence(s): The filter will end after a set number of occurrences. Specify the number of occurrences in the field below.
        • End By: The filter will end on a selected date. Type a date in the field or click Calendar to select a month, date, and year.
     6. Default result: Select from the drop-down menu how the filter will be displayed when it is accessed from a favorite or double-clicked from the Filters menu. You can choose whether the filter will display live data or the cached results from the last time it was executed.
        • Live Results: Displays live results per the recent changes you made to the filter criteria. The Entity information will display the per the recent changes you made to the filter criteria.
        • Cached Results: Displays results from the cache of the filter the last time it was executed. It may not include the recent changes.

          Note: Viewing cached results by default will perform faster than live results.

          

5. Click Save to save your changes, Run to quickly run the filter without saving, or Cancel to undo your changes.

Edit a Filter

1. From the Navigation Bar: Select the filter you want to update from the Filters drop-down list in the navigation bar at the top of the screen and click Edit Filter.
2. Edit the Existing Filter: After a filter has been executed, select Edit Filter from the drop-down list.
3. Update the the following information, as needed:
   • Objects

     The Objects tab allows you to select the objects that will be displayed in the Entity Hierarchy Tree.

     1. Add columns to the Entity Hierarchy filter by highlighting a column name in the Available Objects list and clicking the Right Arrow . The selection will be moved to the Selected Objects window. Conversely, remove columns from the filter by highlighting a column name in the Selected Objects list and clicking the Left Arrow . The selection will be moved to the Available Objects window.

        Note: Hold down the Ctrl or Shift key when selecting multiple columns.

     2. Click to move all of the columns from the Available Objects list to the Selected Objects list, or click to move all of the columns from the Selected Objects list to the Available Objects list.
   • Filter

     Once the objects have been defined as part of an Entity Hierarchy filter, these objects can be filtered to return only the criteria that you specify. Each filter must include an And/Or selection and requires the user to complete the next three fields with a field name, query condition, and a value.

     1. Select And or Or from the drop-down list.
     2. Select the object you wish to use in defining your filter.
     3. Select the field you wish to use in defining your filter.
     4. Select a condition from the drop-down list.

        Note: View the link to the condition types below for more information on condition types.

     5. Enter a value in the last text box. In case of a boolean field, True or False will display.

        Note: Highlight a parameter and select ( ) to enclose it in parentheses, and -( )- to remove them.

     6. Click Add Filter.
     7. Highlight a parameter and use the Move Up or Move Down arrows to move a parameter up or down in a list, and select Delete to remove the parameter from the list.

     Condition Types
     

     The following are a list of conditions, descriptions and values through which you can filter your data:

     Condition	Description	Values
     Equals	Allows for user to enter a single exact value to be found and returned	Input a single value, number or text
     Not Equals	Allows for user to enter a single exact value, that should not be returned	Input a single value, number or text
     Contains	Number or text (exact or partial) that is found within that field	Number or text
     Not Contains	Number or text (exact or partial) that is not found within that field	Number or text
     Greater than	Value that all returns must be higher than	Number or text
     Less than	Value that all returns must be less than	Number or text
     Greater than or equal to	Value that all returns must be equivalent to or higher than	Number or text
     Less than or equal to	Value that all returns must be equivalent to or less than	Number or text
     Between	Brings up two fields with an “and” statement between	Number or text
     In	Brings up a pick list with the values found in that particular field. Records with this value found will be returned	Multi-selections are possible.
     Not in	Inverse of the “not in” parameter, meaning that selections with these records will not be in the return list.	Multi-selections are possible.
     Begins with	Records where the value begins with a particular text entry will be returned.	Number or text
     Ends with	Records where the value ends with a particular text entry will be returned.	Number or text
     Is Null	Records where the value is null for a particular field will be returned (e.g. show me risks where the control name is null would show you risks that do not have controls linked to them).	Number or text
     Is Not Null	Records where the value is not null for a particular field will be returned (e.g. show me risks where the control name is not null would show you risks that have controls linked to them).	Number or text
     @me	Records the name of the logged in user when a search is executed. It would apply only for the Name fields.	Text

     

   • Schedule

     Note: The administrator must schedule the system to run the filters before they can be scheduled using this tab. In addition, the filter scheduling functionality is only available to the users who have been provided proper permissions by the administrator. For more information, see Configure Scheduling and Caching for Searches and Reports.

     The Schedule tab enables you to schedule filters on a periodic basis and store the results so they can be viewed after the filter has been executed.

     1. Select the Enable Schedule check box to activate the scheduling capability.

        Note: You will have to run the filter manually when the Enable Schedule check box is de-selected.

     2. Specify the frequency for the Schedule by selecting one of the following radio buttons:
        • Daily
        • Weekly
        • Monthly
        • Yearly
     3. Type a number in the adjacent text box to specify the frequency of occurrence. For example, if you selected the Weekly radio button in Step 2 and type 1 in this text box, the filter will run once in a year.
     4. Type a date in the Start date field. or click Calendar to select a month, date, and year.

        Note: The date should be in the MM/DD/YYYY format.

     5. Select the appropriate radio button to determine how and when you would like to stop running the filter:
        • No end date: The filter will run continually with no end date.
        • End after...occurrence(s): The filter will end after a set number of occurrences. Specify the number of occurrences in the field below.
        • End By: The filter will end on a selected date. Type a date in the field or click Calendar to select a month, date, and year.
     6. Default result: Select from the drop-down menu how the filter will be displayed when it is accessed from a favorite or double-clicked from the Filters menu. You can choose whether the filter will display live data or the cached results from the last time it was executed.
        • Live Results: Displays live results per the recent changes you made to the filter criteria. The Entity information will display the per the recent changes you made to the filter criteria.
        • Cached Results: Displays results from the cache of the filter the last time it was executed. It may not include the recent changes.

          Note: Viewing cached results by default will perform faster than live results.

          

4. Click Save to save your changes, or Cancel to undo them.

Delete a Filter

1. Right-click the filter you want to delete from the drop-down list, select Delete and click OK to confirm the deletion.

   OR:

2. Select the filter you want to delete from the drop-down list and select Edit Filter.
3. Click Delete to delete the filter.
4. Click Save to save your changes, or Cancel to undo them.

Add Filter to Favorites

Right-click the filter in the drop-down list and select Add to My Favorites. Enter a name for your favorite, choose a folder and click Submit.

Note: See My Favorites for more information.