Working with Data Item Filters in a Report

About Data Item Filters

Data item filters are used to restrict the data that is returned from a query to a data source. The data item filters that you create in the designer are applied to every report object in the report that uses the data source containing the data item. Data item filters are not displayed on the Filters tab. They are identified by a special icon in the data source’s data items list.
Note: Date data items and calculated data items do not have special icons when a data item filter is applied.
You can use either continuous values or discrete values to create a data item filter. Continuous value filters can be used only for measures. Discrete value filters can be used for any character; numeric; or date, datetime, or data item, as long as the total number of distinct values does not exceed a maximum number.

Create a Data Item Filter

Create a Data Item Filter That Uses Continuous Values

  1. In the left pane, click the Data tab, and then select the data item that you want to filter.
  2. Right-click on the data item, and then select New Data Item Filterthen select Using Continuous Values. The New Data Item Filter window is displayed.
    New Data Item Filter Window for a Data Item That Uses Continuous Values
    New Data Item Filter Window for a Data Item That Uses Continuous Values
  3. In the New Data Item Filter window, a slider shows you the maximum value and the minimum value that exist for the data item using the current data item format. Use the slider to select a range of target values.
  4. (Optional) If you do not want to include missing values in the filter, then clear the Include missing values check box.
  5. (Optional) Click Advanced to add more conditions to the data item filter. The Edit Filter window is displayed.
    Edit Filter Window
    Edit Filter Window
    1. Edit the expression for your filter by dragging and dropping Conditions and Operators onto the expression.
      For more information about conditions and operators, see Conditions and Operators for Filters.
    2. Click OK in the Edit Filter window. The filter is updated in the New Data Item Filter window.
      New Data Item Filter Window with a Revised Filter
      New Data Item Filter Window with a Revised Filter
  6. Click OK in the New Data Item Filter window. The filtered category icon or filtered measure icon icon identifies the new data item filter on the Data tab.

Create a Data Item Filter That Uses Discrete Values

  1. In the left pane, click the Data tab, and then select the data item that you want to filter.
  2. Right-click on the data item, and then select New Data Item Filterthen select Using Discrete Values. The New Data Item Filter window is displayed.
    New Data Item Filter Window for a Data Item That Uses Discrete Values
    New Data Item Filter Window for a Data Item That Uses Discrete Values
    For a data item filter that uses a check box list, a check box is displayed for each distinct value that uses the current format applied to the data item.
    Note: The content in the New Data Item Filter window depends on the data type and the format of the data item. When you filter on discrete values, some data type and format combinations result in a New Data Item Filter window with a check box list. Or, the New Data Item Filter window has a slider.
  3. In the New Data Item Filter window, select the data value (or data values) that you want to filter.
  4. (Optional) Click find icon to search for a data item.
  5. (Optional) If you do not want to include missing values in the filter, then clear the Include missing values check box.
  6. (Optional) Click Advanced to add more conditions to the data item filter. The Edit Filter window is displayed.
    Edit Filter Window
    Edit Filter Window
    1. Edit the expression for your filter by dragging and dropping Conditions and Operators onto the expression.
      For more information about conditions and operators, see Conditions and Operators for Filters.
    2. Click OK in the Edit Filter window. The filter is updated in the New Data Item Filter window.
      New Data Item Filter Window with a Revised Filter
      New Data Item Filter Window with a Revised Filter
  7. Click OK in the New Data Item Filter window. The filtered category icon or filtered measure icon icon identifies the new data item filter on the Data tab.

Replace a Data Item Filter

Replace a Data Item Filter That Uses Continuous Values

  1. In the left pane, click the Data tab, and then select the data item that you want to replace.
  2. Right-click on the data item, and then select Replace Data Item Filterthen select Using Continuous Values. Click Yes in the confirmation message that is displayed. The Replace Data Item Filter window is displayed.
    Replace Data Item Filter Window for a Data Item That Uses Continuous Values
    Replace Data Item Filter Window for a Data Item That Uses Continuous Values
  3. In the Replace Data Item Filter window, a slider shows you the maximum value and the minimum value that exist for the data item using the current data item format. Use the slider to select a range of target values.
  4. (Optional) If you do not want to include missing values in the filter, then clear the Include missing values check box.
  5. (Optional) Click Advanced to add more conditions to the data item filter. The Edit Filter window is displayed.
    1. Edit the expression for your filter by dragging and dropping Conditions and Operators onto the expression.
      For more information about conditions and operators, see Conditions and Operators for Filters.
    2. Click OK in the Edit Filter window. The filter is updated in the Replace Data Item Filter window.
  6. Click OK in the Replace Data item Filter window. The report objects that use the replaced data item filter are updated.

Replace a Data Item Filter That Uses Discrete Values

  1. In the left pane, click the Data tab, and then select the data item that you want to replace.
  2. Right-click on the data item, and then select Replace Data Item Filterthen select Using Discrete Values. Click Yes in the confirmation message that is displayed. The Replace Data Item Filter window is displayed.
    Replace Data Item Filter Window for a Data Item That Uses Discrete Values
    Replace Data Item Filter Window for a Data Item That Uses Discrete Values
  3. If the Replace Data Item Filter window shows a check box list or slider, adjust those controls to modify the filter. Select the data value (or data values) that you want to filter.
  4. (Optional) Click Advanced to add more conditions to the data item filter. The Edit Filter window is displayed.
    1. Edit the expression for your filter by dragging and dropping Conditions and Operators onto the expression.
      For more information about conditions and operators, see Conditions and Operators for Filters.
    2. Click OK in the Edit Filter window. The filter is updated in the Replace Data Item Filter window.
  5. Click OK in the Replace Data Item Filter window. The report objects that use the replaced data item filter are updated.

Edit a Data Item Filter

Edit a Data Item Filter That Uses Continuous Values

  1. In the left pane, click the Data tab, and then select the data item that you want to edit.
  2. Right-click on the data item, and then select Edit Data Item Filter. The Edit Data Item Filter window is displayed.
    Edit Data Item Filter Window for a Data Item Filter That Uses Continuous Values
    Edit Data Item Filter Window for a Data Item Filter That Uses Continuous Values
  3. In the Edit Data Item Filter window, a slider shows you the maximum value and the minimum value that exist for the data item using the current data item format. Use the slider to select a range of target values.
  4. (Optional) If you do not want to include missing values in the filter, then clear the Include missing values check box.
  5. (Optional) Click Advanced to add more conditions to the data item filter. The Edit Filter window is displayed.
    Edit Filter Window
    Edit Filter Window
    1. Edit the expression for your filter by dragging and dropping Conditions and Operators onto the expression.
      For more information about conditions and operators, see Conditions and Operators for Filters.
    2. Click OK in the Edit Filter window. The filter is updated in the Edit Data Item Filter window.
      Edit Data Item Filter Window with a Revised Filter
      Edit Data Item Filter Window with a Revised Filter
  6. Click OK in the Edit Data Item Filter window. The report objects that use the edited data item filter are updated.

Edit a Data Item Filter That Uses Discrete Values

  1. In the left pane, click the Data tab, and then select the data item that you want to edit.
  2. Right-click on the data item, and then select Edit Data Item Filter. The Edit Data Item Filter window is displayed.
    Edit Data Item Filter Window for a Data Item Filter That Uses Discrete Values
    Edit Data Item Filter Window for a Data Item Filter That Uses Discrete Values
  3. If the Edit Data Item Filter window shows a check box list or slider, adjust those controls to modify the filter. Select the data value (or data values) that you want to filter.
  4. (Optional) Click Advanced to add more conditions to the data item filter. The Edit Filter window is displayed.
    Edit Filter Window
    Edit Filter Window
    1. Edit the expression for your filter by dragging and dropping Conditions and Operators onto the expression.
      For more information about conditions and operators, see Conditions and Operators for Filters.
    2. Click OK in the Edit Filter window. The filter is updated in the Edit Data Item Filter window.
      Edit Data Item Filter Window with a Revised Filter
      Edit Data Item Filter Window with a Revised Filter
  5. Click OK in the Edit Data Item Filter window. The report objects that use the edited data item filter are updated.

Delete a Data Item Filter

To delete a data item filter:
  1. In the left pane, click the Data tab, and then select the data item that you want to delete.
  2. Right-click on the data item, and then select Delete Data Item Filter. The data item filter is removed from the Data tab.
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