# Filtering on Fields & Roles Vault allows you to filter a search, your current Library view, a task view from the Home tab, or your current view in a custom document or object tab by various fields or additional search terms. You can also filter on document type and steady state version . ## How to Filter by Date To filter by a date field: 1. Add a date field as a filter. 2. Choose a preset time period to filter on or define a range by selecting an operator and entering dates. 3. Click **Apply**. The page results update to match your date filter. These individual date filters correspond to specific document or object fields and replace the old **Date Search** filter. ## How to Use Faceted Field Filters Faceted filters can narrow the current view or search results by any picklist, object field, or Yes/No field. Options for a faceted filter can appear as checkboxes or links, depending on the field type. Some filters show the _(undefined)_ option, which means that the field is blank. Narrow the list by selecting checkboxes or clicking links. As you change the criteria, both visible items and counts for other fields update. If there are over 50 options, you can click **View all** and then search for specific values. Selected values always appear at the top of the list. ### Object Reference Fields When filtering on object reference fields within a document or object tab, Vault only includes filter values that are included in your search results. ## How to Filter by User Fields To filter by a user field: 1. Add a user field (like _Created By_) as a filter. 2. Choose a user from the picklist. 3. Click **Apply**. The page results update to match your user filter. These individual user filters correspond to specific document or object fields and replace the old **Search by User** filter. ## How to Filter by Role Assignments To filter by a role assignment: 1. Add **Role** as a filter. 2. Choose an application **Role** from the picklist. 3. Choose a **User** or **User Group** from the picklist or choose **Current User**. 4. Click **Apply**. The page results update to match your role assignment filter. Filtering by role assignment is available for objects with custom and matching sharing rules enabled and documents. ### Current User If you would like to create a dynamic filter to share, use the _Current User_ option on fields which reference Users (for example, _Created By_, _Last Modified By_, _Checked Out By_). When another user opens this filtered view, they'll see results where they are referenced in that field. The _Current User_ option is available as a filter value on all user-related fields within documents or records. If _Advanced_ mode is used, you must select the [_in_][0], [_equals_][1], or [_is not equal to_][2] operator before selecting _Current User_. ### Assignment by Group Often, a user's role assignment is through a group, rather than directly. For example, Gladys is an _Editor_ on _CholeCap Flyer_ because she belongs to the _CholeCap Team_ user group. When applying a role assignment filter, Vault includes documents and records where the user is assigned to the role through membership in a group. ## How to Filter by Number Fields To filter on a number field: 1. Add a number field (like _Year Discontinued_ or _Dosage_) as a filter. 2. Choose an operator (like _equals_ or _is in the range_) and enter numeric values. 3. Click **Apply**. The page results update to match your number filter. ## How to Filter by Related Object Fields {#related-object-filters} In some Vaults, you can filter on related object records in object tabs. For example, you can filter on related _Country Decision Detail_ object records within the _Regulatory Objective_ object tab in RIM Vaults. Related object filters on object tabs are only available as part of delivered Vault applications or through MDL. To filter on related object records: 1. Add a related object field as a filter in the _Filters_ section within the left panel. 2. Select related object records from the drop-down, type to find them, or click the **binoculars** icon to select records from the _Search_ dialog. You can select up to 20 related object records. 3. Click **Apply**. The page results update to only show object records that are related to the object records in your filter. You can only apply one related object filter at a time. To filter on another related object, clear the applied filter. ## Advanced Filter Mode When filtering documents or object records, you can click **Advanced** on some filters to define complex selections using operators like _is not equal to_. Advanced filtering is available on: * Object reference fields (like _Product_ field on documents) * Picklist fields (like _Audience_ or _Functional Area_ on documents) * User fields (like _Created By_) * Hierarchical fields (like _Type_ > _Subtype_ > _Classification_) Advanced filtering is not available on certain system fields (like _File Type_), or sub-fields within a referenced object (like _Product: Therapeutic Area_ on documents). ## Operators for Advanced Filters {#operators} The following operators are available for _Advanced_ mode on faceted filters: ### In {#in} The _in_ operator returns results that include at least one of the filter values in the field. Example Filter: _Product in CholeCap, Nyaxa_ * **Match**: _Product = CholeCap, Nyaxa_ * **Match**: _Product = CholeCap, Nyaxa, WonderDrug_ * **Match**: _Product = Nyaxa_ ### Equals {#equals} The _equals_ operator returns results that include all of the filter values in the field. For multi-select fields, the field on the matching document/object may contain additional values. Example Filter: _Product equals CholeCap, Nyaxa_ * **Match**: _Product = CholeCap, Nyaxa_ * **Match**: _Product = CholeCap, Nyaxa, WonderDrug_ * **No Match**: _Product = Nyaxa_ ### Is Not Equal To {#is-not-equal-to} The _is not equal to_ operator returns results that do not include any of the filter values in the field. Example Filter: _Country is not equal to Japan_ * **No Match**: _Country = United States, Japan_ * **Match**: _Country = (undefined)_ * **Match**: _Country = United States_ Example Filter: _Country is not equal to Canada, United States_ * **No Match**: _Country = United States, Canada, Japan_ * **No Match**: _Country = United States_ * **Match**: _Country = (undefined)_ * **Match**: _Country = Japan_ ### Is Blank The _is blank_ operator returns results that have no selected value in the filter field. In _Basic_ mode, this appears as _(undefined)_. ### Is Not Blank The _is not blank_ operator returns results that have any value selected in the filter field. ### Contains The _contains_ operator returns any results that match any portion of the search string. Vault will match the search string to the beginning, middle, or end of a term. Example Filter: _Country contains uni_ * **Match**: _Tunisia_ * **Match**: _United States_ * **Match**: _United Kingdom_ * **Match**: _United Arab Emirates_ The _contains_ operator is only available for _Picklist_ (except for multi-value picklists in raw objects) and _Object Reference_ field types. ## How to Edit Available Field Filters {#customize} In all views, you can customize the field filters that appear for you. When you search or choose a different view, Vault remembers which filters you selected. There are two ways to update your list of available filters: * Open the **Select Display Filters** window. From this window, you can add or remove multiple filters at once and can also reorder the filters. * Use the quick add and remove options. ### Using Select Display Filters To use the **Select Display Filters** dialog: 1. Click the **pencil** icon on the **Filters** heading and then the **binoculars** icon in the filter search field. This displays a dialog of available fields. For document tabs, the list is dependent on the document type filter. If the filter is not active, all fields are available. 2. Double-click any field in the **Available Filters** list to add it. 3. Double-click any field in the **Current Filters** list to remove it. 4. Select multiple fields and add or remove using the left and right arrow buttons. 5. Use the up and down arrow buttons on the **Current Filters** list to reorder filters. 6. Click **Apply**. ### Using Quick Add & Remove To use the quick add and remove options: * Click the **X** (remove) icon that appears with the filter to remove that filter from the sidebar. * Click the pencil icon on the **Filters** heading and then search for a field to add it as a filter in the sidebar. ### Available Filters in Task Views When filtering a task view, the list of available filters will vary based on the kind of tasks that are assigned or available to you. * If you have both document and object record tasks, you only see task-related filters that are shared by both types. * If you only have document tasks (or if you've filtered to only show document tasks), you see filters related to document fields. * If you have object record tasks for a single object (or if you've filtered to only show a single object), you see filters related to the object fields. * If no tasks are assigned to you, you see all filters. This occurs because you have no assigned or available tasks that Vault can use to logically limit the available filter list. ### Default Library Filters Your Vault's Admins can modify which filters appear by default in the Library. These default filters may vary by selected document type. When you edit your own list of filters, Vault automatically reapplies that list every time you open the Library. ## About Applied Filters Applied filters appear above the document, task, or object list. From there, you can clear all filters or click the X icon next to a specific filter to remove it. Vault preserves applied filters when adding or modifying a search term in the main search box or adding criteria from Advanced Search . [0]: #in [1]: #equals [2]: #is-not-equal-to