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Saving & Sharing Filters

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In this lesson, you will learn:

  • How to save a filter so you can use it again
  • How to share a saved filter with your team or everyone
  • How to load a saved filter
  • Other ways to reuse a filter

1 Don’t build it twice

You built a great filter: “Critical, unassigned incidents for my team”. Tomorrow you’ll need it again. Instead of building it every day, save it. 💾

Key term: Saved filter

A filter you store with a name, so you (or others) can load it with one click.

2 Save a filter

Saving a filter. The condition builder shows Priority is 1 - Critical AND Assigned to is empty. The Save dialog asks for a name, Critical unassigned, and who can see it: Me, Everyone, or Group, with SNWR Service Desk selected. To load it later, open the list title menu, choose Filters, and pick Critical unassigned.
Figure 1. Save it with a name, choose who sees it, then load it from the Filters menu.
  1. Build and Run your filter in the condition builder.
  2. Click Save… in the condition builder.
  3. Type a clear name, like “Critical unassigned”.
  4. Choose who can see it: Me, Everyone, or a Group.
  5. Click Save. ✅
Visible to Who sees it
Me Only you
Group Everyone in the group you pick
Everyone All users who can see that list

⚠️ Heads up: Only share with Everyone if it’s really useful to everyone. Too many shared filters make the Filters menu long and confusing.

3 Load a saved filter

  1. Open the list (for example, Incident > All).
  2. Click the ☰ menu next to the list title.
  3. Choose Filters.
  4. Pick your filter by name. The list updates right away.

4 Other ways to reuse a filter

  • Favorites: run the filter, then star the page with the app pill (Lesson 3.3).
  • Copy the URL: the filter is part of the list’s web address (Lesson 3.4).
  • Copy the query: right-click a breadcrumb and copy the query to use somewhere else, like in a report.
  • A module: admins can build a menu link with a built-in filter (Chapter 18).

💡 Good to know: Use is (dynamic) Me in shared filters. Then one filter shows each person their own records.

5 Let’s try it: save and share

  1. Open Incident > All. Build: Active is true AND Assigned to is empty. Run it.
  2. Click Save…. Name it SNWR Unassigned. Share it with the SNWR Service Desk group.
  3. Click All in the breadcrumbs to clear the filter.
  4. Open the ☰ menu > Filters and load SNWR Unassigned.
  5. Impersonate Riya. Can she see the filter too?

6 Quick recap

  • Save a filter with Save… in the condition builder
  • Share it with Me, a Group, or Everyone
  • Load it from the list’s ☰ menu > Filters
  • You can also reuse filters with Favorites, URLs, and copied queries

7 Check yourself

Think of your answer first. Then tap to check.

1 Where do you load a saved filter? Show answer

From the ☰ menu next to the list title, under Filters.

2 You want only your team to see a filter. Which option do you choose? Show answer

Group, and pick your team’s group.

3 Name one other way to reuse a filter. Show answer

Any of: add it to Favorites, copy the URL, copy the query from a breadcrumb, or make a module.

Nice work! You finished this lesson. 🎉

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