Filtering enables you to select submissions from your dataset that match your specified criteria. By default, all complete submissions are returned. Any filters you choose apply across the Grid, Export, Map and Chart outputs and are displayed below the filter bar. You can also save filters by creating a published report.
These are the several types of filters available:
- Date range filter: filter submissions received or captured between specific dates
- Data collector filter: filter submissions captured by particular data collectors
- Source filter (web / mobile app submissions): filter for submissions captured via a web browser or the Android mobile app
- Completion status: filter submissions that are complete or still in-progress
- Language filter: filter submissions captured in a particular language
- Field response filter: filter submissions where fields match a specific response criteria
Date range filter
- When filtering by date, you have the option to filter either on the dates that submissions were received by the console, or on the dates that the submissions were captured.
- The captured date is the start date of the submission as recorded by the device. This is dependent on the date and time of the device and will be inaccurate if the date and time on the device is inaccurate.
- The date that you select will be displayed in YYYY/MM/DD format (year/month/day).
- All dates/times are displayed in UTC time (Coordinated Universal Time).
- To see all submissions, leave the 'From' and 'To' dates blank.
Data collector filter
You can choose whether you would like to see submissions from all your data collectors or from specific data collector only. By default, submissions from all data collectors are shown. To change this, click 'Change selection'.
From the 'Data collector selector' pop-up, you can select the data collectors whose submissions you wish to filter for. Search for data collectors by filtering by the data collector's name or any tags assigned to the data collector.
Remember to click "Apply filters" after you have selected your data collectors.
Source filter (web / mobile app submissions)
By default, submissions from all sources will be displayed. You can choose to view forms that have been submitted using a web browser or forms that have been submitted using the Android mobile app only. Whether a submission was submitted via the web or mobile app is indicted in the 'Source' column when viewing the submission details section of the analytics grid.
To filter based on the submission source, select 'App' or 'Web' from the Source filter(1) and click 'Apply filters'(2).
Completion status filter
Complete submissions will be displayed by default. The status of a submission is indicted in the 'Complete' column when viewing the submission details in the analytics grid.
To filter based on the submission status, select 'Complete', 'In-progress', or 'All' from the Completion status filter(1) and click 'Apply filters' (2).
Note: In progress submissions only applies to web forms. Visit the Web Collection Settings article for steps to enable save and resume for your web forms.
If your form has been set up in multiple languages and submissions were received in some or all of these, you will be able to filter by one or more of the languages. By default, submissions received in all languages will be displayed. You can simply click to untick the check box next to a language if you do not want to see submissions in that language.
Field response filter
If you wish to select submissions based on data captured in your form, you can configure field response filters. These filters use a common syntax called Lucene. Note that you must replace spaces contained in field names with underscores.
For example, if your form contained a multiple choice field type called "Household Characteristics" with option labels "Wood", "Brick", "Mud", "Iron", "Other" and "None of the above" (option values 1 through 6), and a numeric field "Year Moved In", you could filter for submissions with wooden houses (option value 1) where residents took occupancy in 2010 by creating a filter:
For most filters, you don't need to remember the correct syntax, exact field names or option values. You can click the "modify filters" link to access the filter builder.
Here, you can select the fields and values you want to filter on. By default, the query will be constructed using "AND". This means that only submissions matching all the filters will be returned. You can change this behaviour by replacing "AND" with "OR", which will return submissions matching any of the applied filters. You can also use parentheses to group filters as you need them. Once you've applied the filters, the matching submissions will be displayed below the filter bar.
If you would like to search for submissions that do not match your search criteria, you would need to put a minus before the field name. For example, if you wanted to see the number of submissions where the gender selected was not male, you would see all the submissions where male was not selected, including submissions where the field was skipped.
For more advanced Lucene filtering, you can read through the "View tips and examples" link available in the filter builder.
Note: When filtering for a date response, you need to use the YYYY-MM-DD format. See additional tips for filtering.
A note on repeating groups
When filtering based on fields taken from repeating groups, it's important to remember that filters are applied to the entire submission. This means that the entire submission (including all other iterations - which may or may not match the selected filter) will be returned if any of the iterations match the filter. Filters apply to submissions as a whole - not to individual groups.
For example, assume you have a form which enumerates household members in a repeating group. Setting up a filter to return males will return submissions (households) where males were enumerated or where males and females were enumerated because the filter is applied to the submission as a whole - and the submission does match the filter.
Also see: Additional tips for submission filtering