Filters are a very powerful tool you can use not just to search in your collections, but also to combine with other functions such as bulk actions to get more done, more quickly.
To start filtering, click on the filter icon to the top right corner of the page.
Filters start simply - you can use the search bar under "Title field contains" to just perform a normal keyword search inside the titles of items in the collection.
What if you want to show items that don't contain your search term? Easy! Click on the word "contains" and choose "does not contain" instead!
This dropdown list of conditions gives you multiple options to help find what you're looking for, especially if you can't remember an exact word or phrase.
It is important to note that some conditions can be applied to nearly all field filter types:
- If you choose "is not empty", Zenkit will filter for items that have anything at all entered into the field.
- If you choose "contains" Zenkit will filter for items with any of the given search terms/members/labels etc..
- If you choose "is equal" it will filter for the items with all of the chosen members/labels/search terms.
"Is equal" is therefore the most exact filter condition, and "is not empty" is the least exact.
Add a filter condition
The real magic happens when you need to drill down deeper. Click "Add Condition...".
A dropdown menu showing all of the fields inside your collection will appear. Depending on the field you choose, you can apply different conditions.
Text, References & Links
The filter for specific text, reference or link fields is similar to the 'Any field' search. It will apply the condition you give it (contains, does not contain, starts with, is empty, etc.) to the search term you enter.
The members filter lets you type to search for one or more collection members.
You can apply a limited range of conditions, including contains/does not contain, and is or is not empty.
A quick way to apply the filter "assigned to member" is to drag and drop a member's icon onto the filter!
The labels filter lets you select one or more labels from that particular label field.
The range of conditions you can apply is the same as that for member fields. Remember "contains" will look for items that contain at least one of your chosen labels, "is equal" will look for items that have all of your chosen labels.
The dates filter lets you filter for a particular day (Yesterday, Today, or Tomorrow), week (Last Week, This Week), month, year, or a custom period of time.
If you choose "Custom" you can enter the exact date (and even time!) range you need.
Formulas & Numbers
Formula and number fields let you filter for a single number or a range of numbers.
You can choose whether the result should conform to a few conditions eg. less than or equal to, greater than, not equal to, etc. You can also filter for items where the number or formula field is empty or not.
A subitem field lets you filter for the level an item is in the mind map.
Level one refers to the first items branching out of the root, level four is four branches away from the root, etc. You can apply the same conditions as you would for a number or formula field.
For file fields, you can apply the same conditions as text filters. This difference here is that it filters for a particular word or phrase contained in the titles of files attached to items instead.
The checkbox filter lets you filter for checked or unchecked items.
You'll notice that once you've added a second condition, an "and | or" button appears above your conditions.
This is where you can change the Boolean operators that combine your different filter conditions. The operator highlighted in blue is the active one.
"and" will combine your filters so that items you search for have to have all of the properties you define in your filters.
For example, you could filter for items that contain are marked "to-do" AND are labelled as "Prio 3". This would only return items that fit both of these criteria. The more filter conditions you add, the more precise your filter becomes.
If you set up the filter with "or" selected, Zenkit will find items that fit one of the chosen criteria.
In our example, this will return items that either have a status of "to-do" , OR are labelled "Prio 3". Naturally this will return a far larger number of items.
To remove all the filters you've set, just click on the green x next to the filter icon in the top right hand corner.
To remove just one of the conditions you've added, click on the x that appears next to the filter condition name. To keep the filter menu open but start your filter again from scratch, click "Clear" at the bottom of the menu. If you're using a saved filter, click on "New" at the top of the filter panel to view all items again.
If you frequently need to use a particular filter setup, you can choose to save it so you can quickly access it again later on.
First, set up the conditions you want to use. Then click 'Save As..' at the bottom of the menu. A new dialog will appear showing your saved filter settings. You can give your filter a name, check the conditions you set, and choose whether the filter should be public or not.
The next time you click the filter icon, you'll see a list of your saved filters. Click on them to access your filter. To edit your filter, click on "Edit" next to your filter's name. You can rename your filter, make changes then exit the menu to save those changes, or make some changes and click "save as" to create an entirely new filter.
Public and private filters
When creating saved filters, you can choose to make a filter public or private using the toggle.
A private filter can only be used by you, no other members of the collection will see it. A public filter can be used by every collection member.
Subscribe to a filter
If you want to keep an eye on a particular set of items, you can subscribe to a filter to receive notifications about changes to any items that fit the filter.
To subscribe, click on "Edit" next to the name of your filter, then click the toggle next to "Subscribe".
Docking the filter panel
If you would like to quickly switch between different filters, you can dock the filter menu as a panel. You can then place the filter panel on the left or right hand side of your collection, and access your saved filters with a single click.
To dock the filter menu, click on the panel icon in the top right hand corner of the menu.
To undock it, click on the upward facing arrow icon.